SOURCES SOUGHT
66 -- Laboratory Document Control SystemRFI for planning
- Notice Date
- 5/21/2007
- Notice Type
- Sources Sought
- NAICS
- 423450
— Medical, Dental, and Hospital Equipment and Supplies Merchant Wholesalers
- Contracting Office
- VA Palo Alto Health Care System;3801 Miranda Avenue;Palo Alto, CA 94304
- ZIP Code
- 94304
- Solicitation Number
- VA-261-07-RI-0007
- Response Due
- 6/7/2007
- Archive Date
- 6/22/2007
- Small Business Set-Aside
- N/A
- Description
- 03/30/07 DOCUMENT CONTROL SYSTEM: STATEMENT OF WORK An VHA Intra-Net based electronic document management or control system for the Pathology and Laboratory Medicine Service is required. The document control system should meet or exceed the requirements of the College of American Pathologists Standards. 1. This system will be designed to insure and document that: All copies of laboratory policies and procedures in use are current; Laboratory and ancillary-testing personnel have read the policies/procedures relevant to their job activities, including point-of-care-testing; All policies/procedures have been authorized by signature by the laboratory director or designee before implementation; Laboratory policies and procedures are reviewed at least annually by the laboratory director or designee; Discontinued laboratory policies/procedures are kept in a separate file for a minimum of 2 years after the date of discontinuation (5 years for Transfusion Medicine-related materials). A control log function lists all current policies and procedures and the locations of copies (including derivative documents such as card files, summary charts, appendices, supplements, product inserts). The control log must contain other information including dates when policies/procedures were placed in service, schedule of review, identity of reviewer(s), and dates when policies/procedures were discontinued/superceded. Quality management procedures, forms, and records are maintained for a minimum of 2 years. 2. The system will be comprised of a software application based on either an MS SQL or Oracle Database Server. The software application will incorporate the capability to: Release documents in native application or as secure PDF files. Interface seamlessly with Microsoft Office software applications allowing limitless transfer and editing of documents. Identify users by name, organizational position, responsibilities, and to define limitations of operational rights for each individual. Mandate use of secure access and secure electronic signatures for all functions. Utilize e-mail, automatically, for all notifications of the need for review, suggestions for change, and of the issue of new versions of policies and procedures. Classify documents in a pre-set fashion for effective searching. 3. The system will allow the use of extensive pre-defined and custom reports including: Automatic, real-time, audits that generate automatic reminders of procedures and policies needing review, authorization, or acknowledgement of receipt. Processing of suggestions and comments regarding each policy or procedure. A training component to assist in tracking an individual's training record through internal training events completed and the entry of external certificates earned. 3. The system will incorporate a fully searchable incident log to allow automatic capture, characterization, and assignment of responsibilities, scheduling of follow-up, reminders, trending, and summarization of errors, accidents, events, and issues. The incident log will permit automatic documentation of associated comments and discussion, attendant actions, dates of actions taken, and documentation of review of each incident by key individuals. 4. The system will permit electronic assignment of individual responsibility for: Updating policies and procedures. Knowledge of subsets of all policies and procedures. Authorization of subsets of all policies. 5. The system will permit closed check-out of documents to prevent simultaneous attempts at revision of a single document by more than one individual. 6. The system will prevent changes to a draft policy or procedure once the document version has been presented for authorization. The system will allow only rejection or accumulation of all pre-designated authorizations before further changes can be incorporated. 7. The system automatically, for each document, tracks and prints with the heading the version, date issued, authorizing individual(s), and title. The system will allow documentation of the reason as well as the nature of the revision. 8. The system permits cross-referencing of documents with College of American Pathologists' and Joint Commission on Accreditation of Healthcare Organizations' inspection checklists and standards. 9. The system installation and maintenance is provided by the vendor. 10. The system allows pilot use within other functions within the healthcare facility.
- Record
- SN01299389-W 20070523/070521220601 (fbodaily.com)
- Source
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