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Glucose Managment System Software


Wisconsin, United States
Government : Federal
RFP
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The Department of Veterans Affairs is issuing this sources sought synopsis as a means of conducting market research to identify any vendor interested in providing service for Glucose Management System software to include maintenance, software updates (software updates are improvements or bug fixes to existing software purchased by Hines VAMC), software upgrades, technical support, and use/lease of licenses as defined herein. Minimum of 23 ICU beds require software. Location Edward Hines, Jr. VA Hospital, 5000 South 5th Avenue, Hines, IL 60141-5000. 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 541511 Custom Computer Programming Services.
THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.

SPECIFICATIONS/STATEMENT OF WORK

1. DESCRIPTION OF SERVICES.

Contractor shall continue to provide Glucose Management System software to include maintenance, software updates (software updates are improvements or bug fixes to existing software purchased by Hines VAMC), software upgrades, technical support, and use/lease of licenses as defined herein. Minimum of 23 ICU beds require software.

Overview: The Glucose Management System is a comprehensive clinical approach for controlling blood glucose levels for critically ill patients in hospitals. The system primarily applies to patients receiving continuous nutrition and receiving insulin intravenously. This system is applicable to any patient with elevated blood glucose, with or without diabetes.

Purpose: Hyperglycemia is a common problem in patients in the ICU s, leading to increased morbidity and mortality, increased length of stay and increased cost. B The challenge of controlling blood glucose for critically ill patients is adapting the dosing to the patient s changing response to insulin, the adverse effect of high blood glucose on the immune system, and the risk of low blood glucose causing harm to the patient. We presently have a complex insulin drip protocol that we use at Hines to achieve glucose control, but have had significant problems with achieving glucose control in a timely manner and is associated with significant episodes of hypoglycemia which can be harmful to patients. The Glucose Management System is a computer program that automatically adjusts the insulin drip dosing hourly to achieve glycemic control more rapidly with far fewer instances of hypoglycemia. B This has been proven to improve patient safety, decrease morbidity and mortality in the ICU, reduce hospital acquired infections, reduce acute renal failure, quicker conversion to subcutaneous insulin as well as decrease length of stay and costs. A number of studies have shown that there is actual cost savings associated with institution of a policy of good glycemic control in hospitalized patients. This is because the incremental cost of intensive glycemic management is more than offset by savings due to decreased time in ICU, decreased time on ventilators, decreased use of other resources such as antibiotics, dialysis, blood transfusions, and decreased hospital length of stay.

The Contractor shall submit with his/her signed quote the following information in order to be given full consideration for award.

Manufacturer s name of software - include version etc.
Copies of brochures and/or literature as well as a detailed description of software capabilities.
Complete list of items included.

* Note: This contract shall include the use of the software as well as the maintenance and upgrades as noted in the Overview above and as further defined below. This agreement or any resulting contract shall not include any other equipment, accessories and/or additional features which may be available from the contractor.



Services to be provided by the Contractor shall include the following:

License for use at up to 23 client workstations for each solution and at nurse station workstation
Ongoing Software Maintenance
Application Service and Support
System Upgrades
Contractor shall provide initial training on the use of the glucose management system to VA staff and also provide training material for staff needing training thereafter.
Telephone support shall be provided at no additional cost
Compatible with VA provided server as per the following Specifications:

Software shall meet the following VA furnished server and workstation specifications:

Minimum hardware required is Wyse Thin Client running Windows CE (and allied Citrix servers) or PC with 256 MB RAM, 10 GB hard drive, Windows 2000 or newer, except at nurse s station for the EndoTool Home PC should be 30 GB hard drive and Windows XP Pro and Windows 7. EndoTool does not require dedicated hardware and can co-exist with other software. EndoTool database to be installed as SQL database on a hospital server running Microsoft SQL 2000 or newer.

1. Does the vendor need access to the Hines network for the installation? No
2. If so, will that access involve sensitive information? No
3. Does the vendor need remote access to the Hines network for service/support after installation? No
4. If so, will that access involve sensitive information? No



1.1. SOFTWARE MAINTENANCE. Contractor shall furnish all necessary services, including parts and labor (remote and/or on site as needed), to maintain the System in good working condition for the consideration set forth in the Supplies/Services and Prices/Costs Section of this solicitation. Contractor shall respond to all service calls as further defined in Paragraph 1.3. This contract shall include but not be limited to the following:

a. Periodic software maintenance updates to the original software investment will be provided.

b. Installation and configuration for the software maintenance updates. In addition, the contractor shall train one System Administrator (via an internet training class) on the software maintenance updates and backups.

c. Upon request, software diagnostics and trouble-shooting.

d. Software application consultation to ensure full utilization of the system.

e. On-going operational assistance via 800# telephone support for trained key personnel. (800# telephone support is provided Monday through Friday, 8:00 am to 5:00 pm, CST)

1.2. OPERATIONAL UPTIME REQUIREMENTS. The system shall be operable and available for use 95% of the normal operating hours of the equipment unless otherwise stated in Paragraph 1.3, HOURS OF COVERAGE. Downtime will be computed from notification of problem during normal work hours. 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 DEFAULT action unless downtime is due to user-instigated events.

1.3. HOURS OF COVERAGE.

A. The period of coverage 8:00 a.m. 5:00 p.m., Monday - Friday (excluding federal holidays) for all on-site services which may be required. In addition, the contractor shall respond via phone and/or other acceptable electronic communication within one (1) hour after notification to the Contractor s technical support department during normal working hours. Notwithstanding, Technical Support shall also be available 24/7 at _____________________________________.

B. Federal Holidays observed by the VAMC are:

New Year s Day Martin Luther King Day President s Day
Memorial Day Independence Day Labor Day
Columbus Day Veteran s Day Thanksgiving Day
Christmas Day

C. Response Time: Contractor's FSE must respond with a phone call to the COR or his/her designee within one (1) hour after receipt of telephoned notification during the normal working hours of 8:00 am to 5:00 pm CST. An authorized representative of the company will commence work (on-site physical response) within twenty-four (24) hours during the period of coverage and will proceed progressively to completion without undue delay. Contractor shall be responsible to coordinate the method of response with the COR or designated alternate.

1.4. UNSCHEDULED MAINTENANCE (Emergency Repair Service). If applicable, emergency repairs, which are required outside of the normal working hours, shall be performed at the agreed upon rate as noted in the Supplies/Services and Prices/Costs Section of the specifications. It is however agreed upon and understood that any additional services performed without the prior written approval of the CO shall be provided at no additional cost to the Government.

1.5. SYSTEM ACCESS. In accordance with the Conformance Standards, Paragraph 1.6 the Contractor shall be granted reasonable access to the system to fulfill the obligations set forth in this agreement.

1.6. CONFORMANCE STANDARDS. All work shall be performed and equipment shall function in conformance with all VA safety standards, manufacturer's/industry standards, and other applicable state, local, national and industry standards.

1.7. MAINTENANCE SERVICES. The maintenance services shall be provided as set forth above and at no extra charge during the term of this contract





2. SERVICE DELIVERY SUMMARY.

Performance Objective
SOW Para
Performance Threshold
Operational Up-Time
System is in proper working order and maintained according to manufacturer recommendations.
1.1. and 1.3.
The system is operable and available 95% of normal operating hours.


3. GENERAL INFORMATION.

3.1. QUALITY ASSURANCE. The government will periodically evaluate the contractor s performance in accordance with the Quality Assurance Surveillance Plan.

GOVERNMENT REMEDIES. The contracting officer will follow the requirements of FAR 52.212-4, Contract Terms and Conditions for Commercial Items, for contractor s failure to correct nonconforming services.

QUARTERLY REPORT REQUIREMENT. The Contractor shall provide a quarterly report of glucose value for each patient by unit for each month with range in mg/dl.B The report should include raw numbers for each patient or summary of the mean, median, standard deviation, total number of patients.B The report must be provided to the COR, Philip Chiaramonte.

3.3.1 ON-SITE SERVICES. The Contractor shall be required to contact Philip Chiaramonte, COR, or designated alternate at the Hines VA Hospital at the conclusion of work performed on the system if required on site. This checks in/out is mandatory. When the service is completed, the Field Service Engineer (FSE) shall document services rendered on a legible report document and submit the report documents as requested to the COR. ALL reports shall be submitted to the equipment user for an acceptance signature and to the COR for an authorization signature . If the COR is unavailable, a signed, authorized copy of the report will be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR).

Contact persons:

3.4. PAYMENT. Invoices will be paid in arrears. Invoices must include, at a minimum, the following information: Contract no., Purchase Order No., brief description of service, and location.

3.5. ADDITIONAL CHARGES. There will be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts.



3.6. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT.

Each respondent must have an established business, with an office and staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup.

"Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified in the statement of work. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance, on equipment/software defined herein.

C. The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the VAMC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment.

If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

3.7. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS.

A. The Contractor's employees and/or subcontractors approved by the COR shall wear visible identification at all times while on the premises of the VAMC. Identification shall include but not be limited to a company identification card, which shall include the company name, employee name, title, and a photograph of the employee. All employees of the Contractor or Subcontractor providing services to the Government must wear a company uniform identified with the company name and/or logo. Uniforms must be neat and clean at all times while working the VA premises and will be approved by the COR. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

B. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.
C. Any interior or exterior doors that must be unlocked to gain access shall be kept locked during the performance of work unless it results in the creation of a safety hazard. In those instances the Contractor is responsible to take necessary actions to maintain the same level of security prior to gaining access/performing work. Should any other devices need to be unlocked like an entry gate, those devices must be locked immediately upon entry or exit. At no time shall the Contractor allow any person into a locked area or loan keys/access cards to another person. Contractor may be held in default for failure to comply with this requirement and subject the Contractor and employees to contract and other legal remedies.

D. Due to the nature of working at a Government facility, the Contractor's staff shall be required to sign in and out each day at a designated location determined by the COR.

E. The Contractor agrees that none of its officers or employees shall use or reveal any research, statistical, medical, or security information, which may be obtained during the performance of the work or as a result their presence on Government premises without the written consent of the Government

F. Smoking is prohibited inside any buildings at the VAMC.

G. Possession of weapons is prohibited.

H. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

3.8. PRE-WORK ORIENTATION.

Contractors employees shall attend a pre-work, up to two (2) hours duration, orientation meeting at VAMC prior to the commencement of work on site. The VA will schedule this meeting and will include discussion of the following topics:

1. Fire and Safety
2. Infection control
3. Disaster procedures
4. Security
5. Privacy
6. Other

The Contractor shall be responsible to ensure that Contractor s employees coming to the work site have attended pre-work orientation for the information required above.

C. The Contractor shall be responsible to ensure Contractors and Sub-contractors employees providing work on this contract are: fully trained, completely competent, and approved by the VAMC to perform the required work.
3.9. DEFINITIONS/ACRONYMS:

A. CO - Contracting Officer

B. COR - Contracting Officer s Technical Representative

C. IRM - Information Resources Management

D. Maintenance. Services, which are periodic in nature and are required to maintain the Software and any equipment, which the contractor is responsible for.

E. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises.
F. VAMC - Department of Veterans Affairs Medical Center

G. VAH - Department of Veterans Affairs Hospital

4. HHS/OIG: To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the Health and Human Services - Office of Inspector General (HHS/OIG), List of Excluded Individuals/Entities on the OIG Website (www.hhs.gov/oig) for each person providing services under this contract. Further the Contractor is required to certify in its proposal that all persons listed in the contractor s proposal have been compared against the OIG list and are NOT listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities.

5. HIPAA COMPLIANCE: Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). In accordance with HIPAA, the Contractor is NOT required to enter into a Business Associate Agreement (BAA) with VA.

6. INSURANCE:

A. Worker compensation and employer's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes.

If your organization has the potential capacity to perform these contract services, please provide the following information:
Organization name, address, email address, Web site address if applicable, telephone number, and type of ownership for the organization
Organization size under NAICS code 541511
Tailored capability statements addressing the particular software capabilities listed in detail above and documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements.
The government will evaluate market information to ascertain potential market capacity to provide services consistent in scope and scale with those described in this notice and otherwise anticipated.
BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES, SOLE SOURCED OR PROCURED THROUGH FULL AND OPEN COMPETITION. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.
Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by 9:00 AM EST on October 24, 2018. All responses under this Sources Sought Notice must be emailed to Deborah.Fassl@va.gov.

Deborah S Fassl
Contract Specialist
414-844-4800x43268

deborah.fassl@va.gov

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