Radiation Therapy Quality Management System Deployment and Training

STATEMENT OF WORK 2. Contract Title Radiation Therapy Quality Management System Deployment and Training. 3. Background The VA Medical Center – Overland Park requires a comprehensive software system to support quality assurance for radiotherapy treatment delivery and associated treatment machines. This effort will enable the facility to improve patient safety by verifying that radiotherapy treatment machines operate within defined tolerances and by supporting routine and patient?specific quality assurance workflows. The work described in this SOW covers the initial deployment, configuration, and clinical adoption support for a new quality management software system for linear accelerators and related oncology information systems. It includes remote installation, configuration, verification, training, and adoption support necessary to achieve clinical “go?live” at the VA Medical Center – Overland Park. 4. Scope The scope of this SOW includes all contractor activities necessary to deploy the radiation therapy quality management software system in the VA Medical Center – Overland Park production environment, configure it for use with existing treatment machines and oncology information systems, verify correct operation, train clinical and technical staff, and support adoption through initial clinical use. The work will be performed primarily via remote services, with coordination among Medical Center project leadership, information technology staff, and clinical staff. The scope is limited to the Medical Center’s production data center and associated radiotherapy equipment and does not extend to other facilities or systems beyond those explicitly identified herein. 5. Specific Tasks 5.1 Task 1 – Project Management and Initiation The contractor shall provide project management services to plan, coordinate, and oversee all deployment activities. This includes identification of key project personnel (Executive Sponsor, Project Manager, IT Lead, and Clinical Lead), development of a communication plan, and coordination of all dependencies required to initiate the project. Subtask 5.1.1 – Project Initiation Confirm and review all aspects of the order and associated deliverables. Discuss preliminary dependencies such as server readiness, virtual environment requirements, linear accelerator prerequisites, and any required beam modeling activities. Identify project goals, objectives, and additional stakeholders. Establish the communication plan (methods, types, style, and schedule of status updates and meetings). Deliverables (Task 1): Project communication plan. Initial project schedule and milestone list. 5.2 Task 2 – System Installation and Environment Configuration The contractor shall perform remote installation of the quality management software system to the latest approved version on the Medical Center’s designated production server(s) in a new virtual environment. Subtask 5.2.1 – Pre?Installation Validation Validate that the production server(s) meet required CPU, RAM, storage, and graphics specifications. Verify network attachment, connectivity, and performance levels necessary to support expected user experience. Confirm availability of necessary software licenses for installation. Subtask 5.2.2 – Software Installation Install the quality management software application and associated server components on the identified production server(s). Configure server and database components in accordance with vendor specifications. Apply the purchased machine?specific license(s) associated with this deployment. Subtask 5.2.3 – Security and Connectivity Configuration Assist with configuration of required secure socket layer (SSL) capabilities on the quality management servers, using an SSL certificate provided by the VA Medical Center – Overland Park, if applicable. Assist with Windows firewall configuration on the quality management server(s) or associated hardware as required for proper operation. Deliverables (Task 2): Installed and configured production software environment. Installation validation checklist documenting server readiness and software installation completion. 5.3 Task 3 – Machine Configuration and Verification Following installation, the contractor shall configure the software system for the Medical Center’s treatment machines (linear accelerators) and perform verification testing. Subtask 5.3.1 – Machine Configuration Use machine?specific information provided by the Medical Center to configure each treatment machine within the system. Establish connectivity with devices and imaging/QA equipment as applicable. Subtask 5.3.2 – Machine Verification For each machine, perform verification testing of connectivity and data transfer, requiring approximately 30 minutes per machine with physics support from Medical Center staff. Confirm that the system is technically functioning and receiving data from each machine as expected. Deliverables (Task 3): Completed machine configuration for each designated treatment machine. Machine verification record for each configured machine. Technical sign?off form submitted to Medical Center key stakeholder for signature. 5.4 Task 4 – Interface with Oncology Information System (OIS) The contractor shall assist with establishing remote connection between the quality management system and the existing oncology information system instance used by the VA Medical Center – Overland Park. Subtask 5.4.1 – OIS Connectivity Collaborate with Medical Center staff and the OIS vendor, as required, to configure and test storage and query/retrieve of studies between systems. Confirm that a single OIS instance is configured to communicate with the quality management system. Deliverables (Task 4): Documented interface configuration parameters. OIS connectivity test results. 5.5 Task 5 – Clinical Application Education The contractor shall provide remote and/or on?site education services to support clinical use of the quality management system. The Medical Center has purchased six education units, where one unit equals a four?hour remote instructor?led session, with a minimum of two days (six units) required to schedule an on?site event. Subtask 5.5.1 – Education Planning and Preparation Conduct a remote training preparation session to ensure required files, calibrations, and readiness tasks are complete prior to formal training. Develop and share training agendas with Medical Center staff. Subtask 5.5.2 – Product Training Deliver remote and/or on?site training tailored to the Medical Center’s workflows, focusing on routine imaging QA, machine QA, and patient?related QA modules as applicable. Provide hands?on instruction for clinical users, focusing on system navigation, data review, reporting, and decision?making workflows. Deliverables (Task 5): Training agendas and schedule. Completion record of training sessions, including participant lists and topics covered. 5.6 Task 6 – Adoption Support and Clinical Go?Live The contractor shall support the Medical Center’s adoption of the system through a defined post?training period, culminating in clinical go?live. Subtask 5.6.1 – Adoption Planning Collaborate with the Medical Center clinical lead to define an adoption plan for each system module deployed, including timelines and acceptance criteria. Subtask 5.6.2 – Remote Adoption Support Provide a designated resource to offer remote support for a defined period (typically one to three months per module, or until go?live, whichever is sooner). Assist with clinical acceptance testing, including agreed?upon test cases and evaluation of system outputs. Subtask 5.6.3 – Project Completion and Transition Facilitate final project status meeting to confirm that all deliverables and milestones have been met. Support completion of the Project Acceptance Form by the Medical Center. Transition ongoing support responsibilities to the vendor’s global support organization or equivalent. Deliverables (Task 6): Adoption plan and acceptance testing documentation. Final project status report. Signed Project Acceptance Form. 6. Performance Monitoring The COR will monitor contractor performance through review of deliverables, participation in status meetings, and verification that milestones (installation complete, verification complete, training complete, client testing complete, and clinical go?live) are achieved in accordance with the agreed project schedule. Contractor performance will be considered acceptable when all tasks are completed, the system is operational in the production environment, necessary interfaces and machine configurations are verified, staff training is complete, and the Medical Center has documented acceptance of clinical use. 7. Security, Privacy, and Access Requirements Contractor personnel will require remote access to designated servers to perform installation, configuration, and support activities; such access shall be provided in accordance with VA and facility policies. Service accounts created for the system (for example, administrative and database service accounts) must be configured to avoid password expiration or unmanaged changes that would disrupt system operation; changes that impact connectivity may require additional remote support sessions. The Medical Center will ensure that applicable VA security, privacy, and information protection requirements are followed, including completion of any required VA forms and background checks, as directed by the Information Security Officer (ISO). 8. Government?Furnished Equipment (GFE) / Government?Furnished Information (GFI) The VA Medical Center – Overland Park will provide: Production server(s) and virtual environment meeting required specifications, connected to the facility LAN/WAN. Access to DICOM source systems, IP network, and security infrastructure necessary for installation and configuration. Relevant configuration documentation (e.g., automation configuration spreadsheet, network configuration details, and machine configuration data). No contractor?furnished hardware is included in this SOW. 9. Other Pertinent Information or Special Considerations All contractor project management, installation, configuration, verification, training, and adoption assistance activities will be performed remotely unless otherwise specified in this document. The Medical Center will coordinate directly with linear accelerator vendors to install and configure any third?party licenses and software required for automation (e.g., imaging systems or file synchronization tools). The Medical Center is responsible for obtaining and providing any required SQL licenses, CALs, or SSL certificates. 10. Place of Performance Place of performance is primarily remote, with work performed via secure remote access to the VA Medical Center – Overland Park systems. When on?site services are scheduled (e.g., on?site training), work will occur at: VA Medical Center – Overland Park 10500 Mastin Rd Overland Park, KS 66212 11. Period of Performance The period of performance will commence upon issuance of the purchase order and project kick?off. Deployment activities, including installation, configuration, verification, training, and adoption support, are expected to be completed within approximately four months from project kick?off, with final duration dependent on project complexity and resource availability. Education and deployment services expire one year from project kick?off date. 12. Delivery Schedule (Key Milestones) SOW Task Deliverable / Milestone Due Date (Calendar Days After CO Start) 5.1 Project communication plan and schedule Within 14 days of order completion 5.2 Installation complete Within 6 weeks after accurate data confirmed 5.3–5.4 Machine and OIS configuration and verification Within 4 weeks of project kick?off 5.5 Training complete Within 2 weeks after verification 5.6 Client testing complete and clinical go?live Duration dependent on module complexity, generally ? 90 days 5.6 Final status report and Project Acceptance Form Upon successful clinical go?live Specific dates will be finalized in the project schedule at initiation. 13. Change Management Any change to the scope, requirements, technical components, schedule, or costs described in this SOW shall require a formal, written change request. The change request shall describe the requested change, identify required actions to execute the change, estimate impacts to schedule and cost, and include signatures/approvals from both parties before implementation.