626-19-1-200-0023 VISN 9 Endo Reporting - TVH / MEM / MOU
Page 9 of 10
The Department of Veterans Affairs Medical Center, Network Contracting Office (NCO) 9, on behalf of Veterans Integrated Service Network (VISN) 9 Tennessee Valley Healthcare System, is issuing this source sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for a firm-fixed priced contract for Endoscopy Reporting. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 511210.
THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals or quotes; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.
Disclaimer and Important Notes: This Sources Sought Notice is for market research purposes only and does not constitute a Request for Proposal/Quotation, and it is not considered to be a commitment by the Government to award a contract nor will the Government pay for any information provided; no basis for claim against the Government shall arise as a result from a response to this Sources Sought Notice or Government use of any information provided. Failure to submit information in sufficient detail may result in considering a company as not a viable source and may influence competition and set-aside decisions. Regardless of the information obtained from this Sources Sought Notice, the Government reserves the right to consider any arrangement as deemed appropriated for this requirement. 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. No proprietary, classified, confidential, or sensitive information should be included in your response to this Sources Sought Notice. The Government reserves the right to use any information provided by respondents for any purpose deemed necessary and legally appropriate, including using technical information provided by respondents in any resultant solicitation. At this time, no solicitation exists; therefore, Do Not Request a Copy of the Solicitation. After a review of the responses received, a pre-solicitation notice and solicitation may be published on Federal Business Opportunities (FedBizOpps) website. It is the potential offeror's responsibility to monitor FedBizOpps for release of any future solicitation that may result from this Sources Sought Notice. However, responses to this Sources Sought Notice will not be considered adequate responses to any resultant solicitation.
Pursuant to FAR Part 10 (Market Research), the purpose of this notice is to: (1) determine if sources capable of satisfying the agency's requirements exists, (2) determine if commercial items suitable to meet the agency's needs are available or could be modified to meet the agency's requirements, and (3) determine the commercial practices of company's engaged in providing the needed service or supply. Pursuant to FAR Part 6 and FAR Part 19, competition and set-aside decisions may be based on the results of this market research. This notice in no way obligates the Government to any further action.
This notice is to assist the VA in determining sources only. This is not a solicitation for proposals or quotes. A solicitation will be issued at a later date and time. All information submitted in response to this source sought notice is considered voluntary.
SAM: Interested parties shall be register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. The SAM can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220.
PER THE STATEMENT OF WORK, DELIVERIES and PLACE OF PERFORMANCE WILL BE MADE AT MULTIPLE LOCATIONS TO INCLUDE THE FOLLWING:
JAMES H. QUILLEN VA MEDICAL CENTER
809 LAMONT ST
MOUNTAIN HOME, TN 37684
MEMPHIS VA MEDICAL CENTER
1030 JEFFERSON AVENUE
MEMPHIS, TN 38104
TENNESSEE VALLEY NASHVILLE VA MEDICAL CENTER
1310 24TH AVENUE SOUTH
NASHVILLE, TN 37212
ALL DELIVERIES WILL BE MADE FOB DESTINATION.
To be responsive and thereby considered, all suggested items must conform to the OEM s requirements for the equipment already in use, must be authorized for use by the OEM, and must not otherwise negate the Government s rights to warranty, service or maintenance by the OEM or other duly authorized entities. The burden of proof of such is the responsibility of the respondent.
The Basic Period of Performance: The period of performance is 60 Days ARO through February 29, 2024, including four (4) option years for professional services, maintenance, and licenses.
STATEMENT OF WORK
VISN 9 Endoscopy Reporting"
Scope
The Contractor shall deliver to the Government a commercially available, off the shelf software (COTS), enterprise-wide (to encompass all VISN 9) gastrointestinal endoscopy system comprised of software and related hardware (System) that will produce GI endoscopy clinical procedure documentation. This system will also include endoscopy image management (i.e. capture and storage of still and video images from the endoscopic equipment, as well as a system for labeling these images). In addition, the system will generate procedure codes (i.e. CPT) and diagnostic codes (i.e. ICD-10) based upon data input by the clinician. This system should streamline workflows by giving the ability to capture, store and access patient data across multiple sites for Endoscopic procedures. The system should have the capability to provide a data repository for storage and maintenance of Endoscopy quality measures to document and improve performance. The technology stores clinician procedure notes as structured data and uses the structured data to organize and generate documentation directed to specific audiences. The technology provides medical content for Gastroenterology. Inclusion of nursing notes, including pre-procedure assessment, intraprocedural documentation (e.g. medication administration) and post-procedure recovery may be considered as an optional add-on. This system must have the appropriate VA approvals to integrate with the current VA electronic health record such that the procedure report and endoscopic images are incorporated into the patient s health record.
VISN 9 requires a GI clinical procedure documentation and coding system for 3 physical locations and 23 procedure rooms and emergency carts. The locations and number of workstations are listed in Table 1.
Table 1: Locations and Workstations (approximate)
Facility
Number of Workstations
Tennessee Valley
9
Memphis
6
Mountain Home
8
Total
23
Installation and Implementation
The Contractor shall provide all services and supplies required to install the System at all locations detailed in Table 1, including all network configuration and programming required to achieve enterprise level integration of the System across VISN 9 included facilities.
Installation and implementation shall not be considered complete until the Government has verified that the system is fully functional and available for use without further configuration and/or programming, by trained VA staff, at all required locations.
The Contractor shall deliver a System to VA that includes and meets or exceeds the following:
2.1 Uptime (95% or better)
2.2 GI Endoscopy Procedure Documentation and Reporting (Procedure types and system capabilities)
2.2.1 Capsule Endoscopy
2.2.2 Colonoscopy
2.2.3 Upper endoscopy and Enteroscopy
2.2.4 Endoscopic retrograde cholangiopancreatography (ERCP)
2.2.5 Flexible Sigmoidoscopy
2.2.6 Liver Biopsy
2.2.7 Upper and lower endoscopic ultrasound (EUS)
2.2.8 pH studies and Manometry
2.2.9 Track procedure type counts by the enterprise and facility locations
2.2.10 Scheduling for patients, physician, and supporting staff
2.2.11 Reporting capability for patient Cancellations, No-Show and Reschedule
2.2.12 Procedure time, patient check-in to procedure time, to discharge time
2.2.13 Patient management that tracks and can create reports for patient recall and follow-up care
2.2.14 The enterprise system will be required to accommodate multiple time zones
2.2.15 Scheduling, procedure documentation and report generation shall be possible from workstations remote from the procedure room (e.g. physician offices or clinics)
2.2.16 Case numbers with ability to generate Attending and trainee case lists and procedure numbers by month, by case, and by MD
2.2.17 Interface with VistA CPRS, Clinical Procedures and VistA Imaging
2.2.17.1 PDF note sent to VistA Imaging
2.2.17.2 Text from report sent as progress note in CPRS
2.2.18 AbilityGenerate non-endoscopy notes with one data entry (instead of separate entry for each request/report)
2.2.19 Ability for fellows to write notes that will be sent to the attending to be finalized
2.2.20 Ability to start, edit and finish a note from multiple locations
2.2.21 This system should streamline workflows by giving the ability to capture, store and access patient data across multiple sites for Endoscopic procedures.
2.2.22 The system will generate procedure codes and diagnostic codes based upon a clinical data input.
2.3 Image Management
2.3.1 Ability for HD still image capture
2.3.2 Ability for HD video image capture
2.3.3 Vendor Agnostic image collection
2.3.4 Ability to capture video for quality assurance purposes with auto-deletion after a specified time period (unless specifically saved)
2.3.5 Ability to migrate legacy Olympus Endoworks images via the Olympus approved EndoWorks Reporting Tool
2.4 Quality Care Indicators (downloadable to Excel)
2.4.1 Ability to track the scope processing history
2.4.2 Track of the scope usage from patient, room, Physician and nurse
2.4.3 Integrated with ICD 10 codes
2.4.4 GIQuIC Registry approval
2.4.5 Colonoscopy depth of insertion
2.4.6 Colonoscopy withdrawal time
2.4.7 Bowel preparation quality
2.4.8 Adenoma detection rate
2.4.9 Automatic time stamp for withdrawal times
2.6 Training
2.6.1 Operator training shall be provided to end-users of this medical device that covers how to use the software safely and effectively.
2.6.2 Clinical refresher training will be available.
2.6.3 Technical training shall be provided to hospital staff responsible for servicing/maintaining this medical device that covers maintenance and software administrative software options for continued updates of the medical servers and software.
2.7 Service Support
2.7.1 Technical Support via phone or electronic access will be available 24 hours a day 7 days a week
2.7.2 Technical Support via on-site will be available, when required
2.7.3 Clinical on-site and remote support will be available
2.8 Installation
2.8.1 Project management for software implantation.
2.8.2 Project management for software and hardware installation.
2.8.3 Automatically process images based on a set of rules without staff intervention
2.8.4 On-site Go-live support.
2.9 Workstation/Server
2.9.1 Windows 10
2.9.2 Microsoft Server 2012
2.10 Hardware Requirements:
2.10.1 Contractor shall provide all server hardware required for complete deployment of the proposed system.
2.10.2 Server hardware shall be designed to meet current VISN 9 enterprise needs with extra capacity to expand without hardware upgrade as follows: Concurrent users by 10%, Concurrent images by 25%.
2.10.3 This system must include workstations to interface with existing gastrointestinal endoscopy capture equipment.
2.10.4 This system will include a backup system and a disaster recovery archive for security of historical data.
2.10.5 This system will include a primary and secondary CORE operation systems to reduce downtime for updates and testing.
2.10.6 This system will include a centrally stored backend database for endoscopy image management (i.e. capture and storage of still and video images from the endoscopic equipment, as well as a system for labeling these images) with a functioning application server at each site.
2.11 Network Requirements/IT Security:
2.11.1 This System shall utilize the existing Government owned and operated network.
2.11.2 This system must operate within the VA firewall.
2.11.3 Contractor shall identify minimum specifications for VA networks that allows software to operate.
2.11.4 Medical Software Developer shall complete VA Directive 6550 Pre-Procurement Assessment of Networked Medical Systems form.
2.11.5 Medical device encryption module shall have FIPS 140-2 certification in accordance with VA security requirements for medical devices/systems connected to VA information networks and provide certificate number.
2.11.6 If system is utilizing a WEB client, it must operate under SSL protocols.
2.11.7 This system must have the appropriate VA approvals to integrate with the current VA electronic health record such that the procedure report and endoscopic images are incorporated into the patient s health record (DICOM or HL7).
2.11.8 Medical Software Developer shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as "Systems"), throughout the life of this contract and any extension, warranty, or maintenance periods. This includes, but is not limited to workarounds, patches, hotfixes, upgrades, and any physical components (hereafter referred to as Security Fixes) which may be necessary to fix all security vulnerabilities published or known to the vendor anywhere in the Systems, including Operating Systems and firmware. The vendor shall ensure that Security Fixes shall not negatively impact the Systems.
2.11.9 Medical device software and commercial OS licenses provided must be perpetual.
2.11.10 Updates to the operating system or system application that remedy bugs or defects in system function should be provided free of charge for the life of the product. If the updates are embedded with system upgrades that add additional functionality and the vendor is unable to provide the update as a distinct deliverable separate from the upgrade, the VA will not be liable for the cost.
2.11.11 All medical device hard drives or other media containing VA sensitive data must follow VA's currently published media sanitization policy - VA Handbook 6500.1 Electronic Media Sanitization.
2.12 Project Management
2.12.1 The Contractor shall establish a single management focal point, the Project Manager (PM), to accomplish the administrative, managerial aspects of this effort.
2.12.2 The Contractor shall prepare and deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor s approach, timeline and tolls to be used in execution of the PWS. The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support. The CPMP shall clearly state how the Contractor shall coordinate and execute planned, routine, and special data collection reporting.
2.12.3 The Contractor shall be responsible to proactively manage project risk. The Contractor shall perform all tasks in accordance with applicable VA Policies, Directives and Guidance related to technology, enterprise architecture and IT governance. The Contractor shall create, maintain, analyze, and report integrated project plans and schedules for the project, as defined below.
2.12.4 The Contractor shall conduct a kick-off meeting with the Contracting Officer Representative (COR) and other Government representatives within ten (10) calendar days after award. The Contractor shall present its program plan, which includes the staffing plan, contact information for all task participants, schedule, and identification of key risk points and mitigation plans. The Contractor shall provide a schedule which will identify detailed tasks and sub-tasks, including task duration, milestone dates, task dependencies, resource requirements, and planned dates for initial and final deliverables. Working collaboratively with the Government, the Contractor shall finalize all planning and submit final plans to the COR following the meeting.
2.12.5 The Contractor shall provide activity reports as required by the team or VA staff.
2.12.6 The Contractor shall utilize project metrics to track, manage, and analyze task progress and communicate findings to the COR to ensure appropriate focus on critical attention areas.
2.12.7 The Contractor shall create, maintain and apply a project schedule for assigned projects using Microsoft (MS) Project. The schedule shall identify and document all critical paths risks and issues and include all applicable universal project milestones.
Initial and Ongoing Maintenance, Support and Service:
3.1 Contractor shall certify that all system component updates, upgrades, bug fixes and other recommended System modifications are rigorously tested and proven to be stable prior to installation and implementation.
3.2 Contractor shall not install and/or implement any custom, alpha or beta developmental software versions, modules, plug-ins, etc. beyond the version(s) specified within the original proposal without written Contracting Officer approval prior to installation of the same.
3.3 Contractor shall provide an initial list of any/all 3rd party software components included in the System and update this list whenever any 3rd party components are added, deleted or modified.
3.4 Contractor will work with 3rd party vendors that VISN 9 contracts with to interface their 3D software with the 3rd party software at no additional charge. (For example: McKesson PACS system that is on contract with VISN 9).
3.5 Contractor shall provide an initial planned release schedule including major as well as feature/function releases, and provide updates to the planned release schedule immediately when any change is made to the schedule (same day).
3.6 Contractor shall provide complete descriptions of all System upgrades including dates within the calendar year prior to initial system installation.
3.7 Contractor shall provide a complete description of the licensing models(s) employed at the time of original system installation and not change the licensing model without written approval form the Contracting Officer.
3.8 Contractor shall maintain and provide an initial and updated list of any/all known compatibility issues to include issues with antivirus software.
3.9 Contractor shall provide ongoing operating system and database updates throughout the life of the contract at no additional charge.
3.10 Contractor shall provide remote system support including remote diagnostics via VPN/remote access (note: contractor shall utilize the VA national Site-to-Site VPN, or the Contractor shall work with the Office of Cyber and Information Security and VISN 9 Information Security Officers to establish a client-based VPN).
3.11 Contractor shall notify the COR within two (2) business hours when any System failures occur that impair the ability of the contractor to provide full functionality of the System.
3.12 Contractor shall attend meeting or conference calls scheduled by the COR to address areas of concern and exchange information to ensure consistent high levels of professional services. Contractor shall be responsible for all costs associated with attending meetings and/or conference calls. COR shall be responsible for scheduling and coordination of all meeting and conference calls.
3.12 Contractor shall implement and maintain a Quality Control System that results in correction of potential and actual problems throughout the scope of the contract performance. The Quality Control System shall contain processes for corrective actions without dependence upon Government direction and shall maintain records of all contractor quality control inspections and corrective actions.
3.13 Contractor shall provide graphic depiction of the initial planned system design, the final installed system design and update the graphic whenever the design changes through the life of the contract. A sample design graphic is attached in Section D.
Software/Software License, Software Maintenance.
4.1 Contractor is required to provide software, software license, software maintenance services and technical support for the System. Distribution of maintenance copies shall be accomplished by using an appropriate magnetic, electronic or printed media. As further defined below, software maintenance includes periodic updates, enhancements and corrections to the software, and reasonable technical support, all of which are customarily provided by the Contractor to its customers.
4.2 Contractor is required to provide a CD for interactive demonstration for review and selection for award. CD must demonstrate software ability to conform to and provide for the required needs of the government as stated in this statement of work.
4.3 The VISN 9 enterprise-wide software license provided to the Government is a perpetual, nonexclusive license to use the software.
4.4 The software shall be used in a networked environment. Any dispute regarding the license grant or usage limitations shall be resolved in accordance with the Disputes Clause incorporated in FAR 52.212-4(d). All limitations of software usage are expressly stated in the SF 1449 and the Performance Work Statement.
4.5 Contractor shall provide VA with software maintenance, which includes periodic updates, upgrades, enhancements and corrections to the software and hardware, and reasonable technical support, all of which are customarily provided by the Contractor to its customers so as to cause the software and hardware to perform per its specifications, documentation or demonstrated claims. Any telephone support provided by Contractor shall be at no additional cost.
4.6 If the Government allows the maintenance and/or technical support to lapse and subsequently wishes to reinstate maintenance and technical support, any reinstatement fee charged shall not exceed the amounts that would have been charged if the Government had not allowed it to lapse.
4.7 If the licensed software or hardware requires a password (or license key) to be operational, it shall be delivered with the software media and hardware and have no expiration date. The Government requires delivery of computer software and hardware that does not contain any code that will, upon the occurrence or the nonoccurrence of any event, disable the software. Such code includes but is not limited to a computer virus, restrictive key, node lock, time-out or other function, whether implemented by electronic, mechanical, or other means, which limits or hinders the use or access to any computer software based on residency on a specific hardware configuration, frequency of duration of use, or other limiting criteria. If any such code is present, the Contractor agrees to indemnify the Government for all damages suffered as a result of a disabling caused by such code, and the Contractor agrees to remove such code upon the Government s request at no extra cost to the Government. Inability of the Contractor to remove the disabling software code will be considered an inexcusable delay and a material breach of contract, and the Government may exercise its right to terminate for cause. In addition, the Government is permitted to remove the code as it deems appropriate and charge the Contractor for consideration for the time and effort in removing the code.
* BRAND NAME OR EQUAL *
CLIN
DESCRIPTION
QTY
UNIT
PRICE
EXT PRICE
0001
License Software
EA
0002
Provation MD for Gastroenterology
EA
0003
GIQuIC Query Tool
EA
0004
Provation MD for GI Maintenance- HL7 ORU/PDF Interface
EA
0005
Provation MultiCaregiver Maintenance-HL7 Orders Interface
EA
0006
Query Tool for GIQuIC Maintenance
EA
0007
Premium
EA
0008
MCG Premium
EA
0009
Power User Training - On Site Surcharge
EA
0010
Multi-Site / Multi-Specialty Interface Services
EA
0011
Olympus EndoWorks Data / Image Migration Services Query Tool for GIQuIC Implementation PART #svartgiquic (included)
EA
0012
Virtual Server Oracle Licensing
EA
0013
Annual Oracle Support
EA
0014
PVMD Video Capture PC
EA
0015
INOGENI 3GSDI to USB 3.0 Image Capture Hardware
EA
0016
Black Box USB to Serial Converter
EA
0017
Color Network Printer
EA
0018
MCG Staff Documentation Workstation
EA
0019
PVMC Label Printers (Includes USB Cables and Labels)
EA
0020
LX Wall Mount System (white)
EA
0021
MCG Staff Documentation Workstation
EA
0022
Contractor Hardware Installation Service
EA
1000
Professional Services, Maintenance, Licenses-OPTION YEAR 1
YR
2001
Professional Services, Maintenance, Licenses-OPTION YEAR 2
YR
3002
Professional Services, Maintenance, Licenses-OPTION YEAR 3
YR
4003
Professional Services, Maintenance, Licenses-OPTION YEAR 4
YR
TOTAL
Submission of Information: Companies having capabilities necessary to meet or exceed the stated requirements are invited to provide information to contribute to this market survey/sources sought notice including commercial market information and company information are invited to submit a response to this Sources Sought Notice by 1 PM CST, Friday, January 18, 2019. All responses under this Sources Sought Notice must be emailed to Cheri.burton-crutcher@va.gov , Subject Line Title: VISN 9 Endscopy Reporting. Please email with the following information/documentation listed below:
1. Name of Company, Address and DUNS Number.
2. Point of Contact and Phone Number.
3. Business Size applicable to the NAICS Code: a. HuBZone Small Business; b. Service-Disabled Veteran Owned Small Business (SDVOSB); c. Veteran Owned Small Business (VOSB); d Small Business; e. Large Business
4. Documentation Verifying Small Business Certification:
a. If claiming HuBZone status, provide a copy of your HuBZone Certificate from SBA.
b. If claiming SDVOSB/VOSB status, provide documentation that shows the business is VetBiz certified.
d. If claiming Small Business status, provide documentation to show the business is small under NAICS code 511210.
Cheri Burton-Crutcher, Contracting Officer
Cheri.Burton-Crutcher@va.gov
