Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF NOVEMBER 06, 2014 FBO #4730
DOCUMENT

D -- VISN 20 PEER REVIEW-Complete Enterprise Software - Attachment

Notice Date

11/4/2014
 

Notice Type

Attachment
 

NAICS

541512 — Computer Systems Design Services
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 20;5115 NE 82nd Ave, Suite 102;Vancouver WA 98662
 

ZIP Code

98662
 

Solicitation Number

VA26015N0074
 

Response Due

11/13/2014
 

Archive Date

1/12/2015
 

Point of Contact

Adrienne Umathum
 

Small Business Set-Aside

N/A
 

Description

This is a SOURCES SOUGHT NOTICE for market research purposes only to determine the availability of potential businesses with capabilities to provide the services described below. Potential offerors are invited to provide feedback via e-mail to Adrienne Umathum at Adrienne.Umathum@VA.Gov. Responses will be used to determine the appropriate acquisition strategy for a potential future acquisition. The intended contract period is a one-year base period plus (4) four one-year option periods. Potential contractors shall provide, at a minimum, the following information to Adrienne Umathum at Adrienne.Umathum@VA.Gov. 1) Company name, address, point of contact, phone number, e-mail address, and DUNS. 2) Is your firm eligible for participation in one of the following small business programs? If so, please indicate the program. Anticipated North American Industry Classification System (NAICS) code is 541512 - Computer Systems Design Services. The largest a firm can be and still qualify as a small business for Federal Government programs is no larger than $25.5 Million. [ ] yes [ ] no Small Business (SB) [ ] yes [ ] no HUBZone [ ] yes [ ] no Small Business 8(a) [ ] yes [ ] no Small Disadvantaged Business (SDB) [ ] yes [ ] no Women-Owned (WO) Small Business [ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB) [ ] yes [ ] no Veteran Owned Small Business (VOSB) [ ] yes [ ] no Other (please specify) 3) What types of information is needed to submit accurate offers? 4) Comment on any current or potential technical, cost, schedule, or performance risks that you would like to make the Government aware of that concern the draft SOW below. (i.e., problems or any other issues experienced with similar contracts). Include comments on the Draft SOW. 5) How is the service, as described in the draft SOW typically priced? How could it be priced for a Government contract? 6) Provide a brief capability statement (Max 2 pages) with enough information to determine if your company can meet the requirement. The Capabilities Statement for this sources sought is not expected to be a Request for Quotations, Request for Proposals or Invitation for Bids, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company's ability to provide the services outlined in the draft SOW below. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. Submission of capabilities statement will assist our office in tailoring the requirement to be consistent with industry standards. The capabilities will be evaluated solely for the purpose of determining to Set-Aside for the Small Business (SB) Community or to conduct as an Unrestricted Procurement. Other than small businesses may respond to this notice in the event the market does not indicate SB interest. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. The DRAFT SOW as follows. Thank you for your participation. Statement of Work (SOW) DRAFT 1. Title. VISN 20 Imaging Peer Review/Critical Results Enterprise System 2. Period of Performance. Service will start, date of award through one year (Specific dates to be determined at time of award). There will be one base year and a total of four 1 (one) year options years. 3. Background. The Department of Veterans Affairs (VISN 20) needs to purchase a Radiologist Peer Review/Critical Results enterprise-wide System. This requirement needs to be a VISN-wide solution. The system needs to be able to let a Radiologist's perform Peer Reviews on Radiologist at different facilities within VISN 20. The system shall also do Critical Results. The Critical Results system shall be able to report immediate critical results to the Primary Care Physicians who is located in a different facility from the Radiologist that is reporting the Critical Result. This system shall interface with a cPACS system and be cross facility functional. This requirement will also require onsite comprehensive maintenance and repair service to include hardware / software support services, upgrades, updates and annual preventive maintenance coverage for all site locations listed below. All software components and reading stations to be covered are located at various VA facilities within VISN 20. 4. Scope. This will be a turnkey installation with a one year warranty period once all facilities are up and running. The contractor shall provide all technical expertise, labor, parts, materials, supervision, travel and all necessary resources needed to provide hardware, software and telephone-based technical and clinical applications support services as described in the SOW for the Imaging Peer Review/Critical Results Enterprise System and components located at the following location. "Department of Veteran Affairs Boise VAMC 500 West Fort Street, BLDG 34 BOISE, ID 83702 "Department of Veteran Affairs Alaska Health Care System and Regional Office 2925DeBarr Road Anchorage, AK 99508-2989 "Portland VA Medical Center 3710 SW US Veteran Hospital Road Portland OR 97239 "Roseburg VA Medical Center 913 NW Garden Valley BLVD Roseburg, OR 97470 "American Lake VAMC Puget Sound Health Care System 9600 Veterans Drive Tacoma WA 98493 "Seattle VAMC VA Puget Sound Health Care System 1660 S Columbian Way Seattle WA 98108 "Department of Veterans Affairs Spokane VA Medical Center 4815 North Assembly Street, BLDG 14 Spokane WA 99205 "Department of Veteran Affairs Jonathan M. Wainwright Memorial VA Medical Center 77 Wainwright, BLDG 80 Walla Walla, WA 99362 "VA SORCC (White City) 8495 Crater Lake HWY White City, OR 97503 "Sacramento Data Center (RDC) 1100 N Market BLVD Sacramento, CA 95834 5. Specific Tasks. The contractor shall: 5.1 Provide a turnkey installation 5.2 Provide all hardware, software, installation, training and ongoing full maintenance support of the Imaging Peer Review/Critical Results Enterprise System. Vendor shall interface proposed system with future PACS systems and existing cPACS (Agfa Healthcare) currently installed at all sites within VISN20 and the eight VA VISTA Systems 5.3 VISN20 is comprised of multiple physical sties, comprising nine (9) main organizational entities. The care facilities are located at the following locations but also include several smaller Community Based Outpatient Clinics (CBOCs) not listed here. CBOCs will not be part of the current deployment. 5.3.1. Portland, Oregon (includes Portland, Oregon and Vancouver, Washington) 5.3.2. Roseburg, Oregon (including Eugene super CBOC) 5.3.3. White City, Oregon 5.3.4. Sacramento, CA (Data Center) 5.3.5. Puget Sound 5.3.6. Spokane, Washington 5.3.7. Walla Walla, Washington 5.3.8. Boise, Idaho 5.3.9. Anchorage, Alaska 5.3.10 American Lake, Washington 5.4 Each sites' RIS (Radiology Information System) is VistA (Veterans Information Systems & Technology Architecture). VISN20 has implemented a VISN-wide solution, such that a cross-reporting infrastructure is obtained allowing voice reporting from any workstation for any facility of the nine facilities listed above. 5.5 VA radiologists and clinicians will need access to Imaging Peer Review/Critical Results Enterprise System in their homes (via home tele-radiology). 5.6 Unless otherwise noted the VA shall be responsible for all network connectivity to all components that are attached to the Local Area Network (LAN) and Wide Area Network (WAN). 6. Technical Requirements: 6.1.The vendor shall support and install all equipment necessary to make the system perform to specification. 6.2.The system shall support multiple sites and multiple interfaces. Also, the system shall have existing interfaces and knowledge working with VISTA RIS 6.3.The system shall offer bi-directional integration so that PACS images are automatically displayed in association with a peer review, QI Committee, Critical Result, ED discrepancy management, or Technologist QI work list 6.4.The system shall support multiple commercial PACS and have an existing interface with our current AGFA commercial PACS. 6.5.If VISN 20 changes cPACS the vendor will interface to the new cPACS without any additional charges to the contract 6.6.The vendor shall provide the virtual servers as part of the hardware and a virtual server application. 6.7.Vendor shall provide an enterprise license to cover all of VISN 20 facilities 6.8.All hardware and software License shall be provided by the vendor. This includes OS Licenses, Database Licenses (SQL, Oracle) and application software need to support this product 6.9.The system shall be capable of running in a 64 bit environment. 6.10.The system shall support the latest version of JAVA and future updates of JAVA. 6.11.Vendor shall provide a tentative Network Diagram and Data flow Diagram of the VISN 20 configuration. Once a contract has been awarded, IP addresses, AE titles and other relevant information will be included on network diagram. 6.12.Since the Imaging Peer Review/Critical Results Enterprise System software will communicate with multiple instance of VistA, the proposed Enterprise System will need to uniquely identify each report, regardless of the site of origin. It shall do this in such a way as to guarantee that the reports are ultimately sent back to the correct VistA system and that any additional site identifiers which might be appended to the accession number are stripped off before the information is sent back to the appropriate VistA system. 6.13.Vendor shall provide a Network Diagram and Data Flow Diagram of the proposed VISN 20 configuration to the COR and Contracting Officer within 30 days of contract award. 6.14.System shall have a means of managing concurrency to ensure that a review study or critical result is not simultaneously read by more than one radiologist. 6.15.Work lists shall be able be customized to reflect the workflow of individual users or user groups. 6.16.It is preferable that remote users would have access to the work list on the web. 6.17.The Imaging Peer Review/Critical Results Enterprise System shall comply with HIPPA mandates and all regulatory guidelines. 6.18.The Vendor shall describe its approach to system patient data security, including any encryption methods employed and the solutions compliance with HIPAA requirements. 6.19.The vendor shall provide annual system training for all facility staff throughout the length of the contract. 6.20.The system shall support the association of individual users to one or more windows Active Directory security-groups, each having individually configurable access-privileges. 6.21.Utilize VA-approved VPN access for remote diagnostics 6.22.Provide technical telephone support, 24 hours a day; 7 days a week. 6.23.Provide telephone clinical applications support, 24 hours a day; 7 days a week is desirable 6.24.Provide field service reports (electronic reports are acceptable) for all service calls. Reports are to be sent to the contracting officer's technical representative 6.25.Respond by telephone to any report of any error or malfunction within 1 hour after notification by the authorized VA personnel 6.26.Commence efforts to correct any critical malfunctions or critical errors within 4 hours of notification by customer or detection by Vendor. A "critical error" for the purpose of this contract is an error that prevents the software from dictating a study. A "critical malfunction" for the purpose of this contract is a malfunction of the short or long term storage, or interface devices that prevents the retrieval or display of patient data. 6.27.The input device shall provide physicians with the same functionality as in the digital dictation system, i.e. microphone controlled rewind, listen, re-dictate, and fast-forward. 6.28.The input device shall be USB 6.29.The system shall allow users to update multiple reports with a single command. 6.30.The application shall support automatic login to a diagnostic clinical decision support system directly from the workstation. 6.31.OIT Requirements 6.30.1All equipment connected to the VA OIT network will have redundant NIC cards for redundancy. The vendor will provide equipment that is capable of switching from the primary NIC to the redundant NIC using the primary NIC IP address for continuity of operations should the switch that the primary NIC is connected to fails or is offline for maintenance. 6.30.2The vendor shall provide and update appropriate GPOs for integrating with the VA OIT policies and recommended standards for user access, password configuration and lifecycle. 6.30.3All equipment provided shall include redundant power connections and supplies. 6.30.4Vendor devices, user accounts, etc ¦ shall follow VA OIT naming conventions. 6.30.5The vendor shall include with their proposal any WAN or LAN performance requirements for the system. Performance statements shall be in the following format: System "X" shall be able to transmit a "Z" Mb file to System "Y" in less than "A" seconds or the response time for users accessing system "X" shall be less than "Y" seconds, etc ¦ 6.30.6The vendor shall include with their proposal any connection requirements between the vendor systems and VA systems in the following format: 6.30.7.1 Device "X" will connect to Device "Y" on port tcp/udp "Z". This example is for the vendor's technical people to answer for port security. 6.30.7The vendor shall include with their proposal a list of any resources or tasks that the vendor expects VA OIT to provide including but not limited to: 6.4.8.1Switch connection port counts 6.4.8.2Backup support 6.4.8.3Maintenance and operation support (i.e. replacing defective hardware components) 6.30.9All equipment and user accounts shall be able to be joined to the VA Microsoft active directory implementation 6.30.10All systems shall be able to load VA security software to verify compliance with security regulations including McAfee HIPS, BigFix, Tumbleweed, BGInfo, an Orion SNMP monitor. 6.30.11The vendor shall include with their proposal any routines or other software applications that the vendor expects VA OIT to create or modify to support the connection of their application to the VA RIS. Note: If there are routines or other software that the vendor expects OIT to create or modify and this will result in the delay of the implementation of this system, then that may result in the non-selection of the vendor proposal. 6.30.12The vendor shall include with their proposal any routines or other software applications that the vendor expects the PACs vendor(s) to create or modify to support the connection of their application to the PACs. Note: If there are routines or other software that the vendor expects the PACs vendor to create or modify and this will result in the delay of the implementation of this system, then that may result in the non-selection of the vendor proposal. 6.30.13The system shall encrypt all PHI/PII/VA sensitive data that is stored on the system and that is transmitted between the system and the VistA or PACs systems. 6.30.14It is desirable that this software have built in Grammar spell check 6.30.15It is desirable that this software have a quick reference guide help TAB 6.30.16It is desirable that this software can accept information from clinical systems in a variety of methods, including HL7 7.APPLICATION FEATURE REQUIREMENTS Peer Review 7.1.Radiologist shall be able to review entire reports and images from one facility while located at another facility 7.2.The system shall allow access to case or patient history during review from the cPACS. 7.3.Peer Review and Critical Results shall be a seamless, easy process that a Radiologist can perform without additional support across all sites. 7.4.An audible and visual alert shall notify user of cancelled orders. 7.5.The interface engine shall be able to integrate to the facility's information system for ADT downloads and report uploads. 7.6.The system shall provide flexible workflow options for the user's environment. 7.7.The user shall have options for initiating Peer Reviews including a work list. 7.8.The system shall provide radiologist peer review workflows including all of the following workflows: Ad-hoc review, Assigned, and Randomized On-the-fly. 7.9.The system shall provide a configurable review panel allowing for definitions of report accuracy including discrepancy severity and clinical significance 7.10.The system shall provide real-time alerting of discrepancies to designated radiologists whether these be Rad A, Rad C or QI Committee (depending on local workflow); real-time alerting can be supported through pop-up messages or email 7.11.The system shall provide radiologists a means to perform ad-hoc peer reviews. Radiologists shall be able to report a discrepancy when they recognize it (typically when viewing a relevant prior) 7.12.Ad-hoc reviews shall have a separate pathway for validation with the QI Committee 7.13.The system shall be able to assign cases for review based on configurable parameters 7.14.Radiologist Reviewers (Rad B) shall be notified at login of cases to be reviewed and be provided a work list of pending reviews 7.15.The system shall automatically drive the images in PACS to the assigned case 7.16.The reviewing radiologist (Rad B) shall be able to perform peer reviews assigned from any Rad A in the enterprise (e.g. another facility) on their own PACS station within the course of their normal reading activities 7.17.The images and report to be reviewed from another facility shall be transferred to Rad B's PACS system within their facility 7.18.The system shall provide functionality to track discrepancies to conclusion. This shall include at a minimum work list and escalation functions to ensure that all discrepancies receive follow-up and that this occurs in a timely fashion 8.Critical Results Requirements 8.1.The system shall facilitate Critical Results reporting workflow, including enterprise-level customization of notifications, escalations and closed-loop communications between all facilities within VISN 20. 8.2.This system shall include a standardized reporting and alerting format for all facilities 8.3.The system shall initiate Critical Results communications, e.g. pop-ups notifications, based on the hospital from which the critical result originate, not the hospital at which the reading radiologist resides. 8.4.The system shall provide flexibility for communication preferences, e.g. physician-to-physician, direct viewing by referrer, contact by technologist aide. 8.5.The system shall provide real-time alerting of critical findings to designated Physician A and/or Tech A; real-time alerting can be supported through pop-up messages or email 8.6.The system shall satisfy Joint Commission Patient Safety Goal # 2 8.7.The system shall have capability to automate prompting for an ED Physician to provide a preliminary finding when opening an exam in a commercial PACS. 8.8.The system shall have capability to automate prompting of the preliminary finding when the radiologist who subsequently views that exam for final interpretation opens the exam in PACS. 8.9.The system will generate a notification prompt to the Emergency Department when a discrepancy is established by the radiologist 8.10.The system will require Emergency Department response for closed loop communications and escalate accordingly for discrepancies not addressed in established timeframes. Close loop means, a Radiologist that sees a critical result and sends out a communication to that affect. The system needs to let the Radiologist know that a provider has received the communication that there is a critical result. 8.11.Documentation provides both Emergency Department and Radiology with data for department-specific report needs 8.12.Preliminary, Discrepancy if any, and Follow Up will be completed within 2-3 clicks by each user 8.13.The system will offer electronic signature capability 8.14.The system will prompt the radiologist within PACS that a preliminary exists on the current exam, show that preliminary finding and the emergency physician/department contact information, and prompt the radiologist to agree/disagree. 8.15.The system will initiate discrepancy communication to Emergency Department if radiologist disagrees with preliminary finding. 8.16.Emergency Department staff will close the loop in acknowledging the discrepancy and what if any change in patient care needs to occur as a result. 8.17.Patient level data including contact information for patient and primary care provider, insofar as available, will be included in workflow. 8.18.It is desirable that the software Provides View Alerts/Coding reports/Addendums 8.19.It is desirable that the system can use pager technology to alert the Primary Care Physician. TECHNOLOGIST QUALITY REVIEWS Requirements 8.20.The system shall provide the ability for radiologists to review technologist quality 8.21.The system shall provide a customizable review panel that can be tailored for the organization 8.22.The review panel shall be accessible with a single click from the PACS system 8.23.The review panel shall be context sensitive to the modality and provide review attributes specific to that modality when opened 8.24.The system shall automatically track the technologist associated with the reviewed exam; the technologist field may be provided by the PACS system or via RIS 8.25.The system shall provide performance reports including trends by facility, modality, individual and type of error 8.26.The system shall provide routing logic to inform technologist supervisor of reviews, provide supervisors the ability to manage and document closure of those reviews and optionally inform radiologists of closure and actions taken 8.27.The system shall provide an automated, randomized work list and customizable review panel for modality managers to perform proactive and timely reviews for each technologist. 8.28.The system shall include a menu for QA service line staff to review completion times, discrepancy resolution and other variables that can be reported from the data collected. 8.29.Describe how your software can track cumulative dose and assess radiation dose delivered to patients undergoing a variety of imaging procedures. 8.30.Describe how your software can optimize performance with analytics tools to find the right balance between image quality and dose improvement for patient care, while minimizing risk. 9. Performance Monitoring 1.Vendor shall be monitor on their response time when a problem is identified and the VA calls in and starts a service ticket 2.The vendor and the VA will track these service tickets and review the time it took to close the ticket's out 3.The vendor will be monitor on their customer service and the VA will contact their users for verification of the quality of the vendor's customer service. 4.The COR will be notified of all work pertaining to Preventive Maintenance, upgrades, and repairs 5.The COR will have a semi Annual review with the vendor on the information requested above. 10.Security Requirements a.A prohibition on unauthorized disclosure: "Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA." b.A requirement for data breach notification: "The contractor shall notify the Contracting Officer Representative (COR) and simultaneously, the designated Information Security Officer (ISO) and Privacy Officer for the contract of any known or suspected security/privacy incidents (SPI), or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor has access. Such notification shall occur in the time and manner as set forth in Section 4.G. of Business Associated Addendum between the parties effective as of April 23, 2008. The term 'security incident' means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information. c.A requirement to pay liquidated damages in the event of a data breach: "In the event of a data breach or privacy incident involving any SPI the contractor processes or maintains under this contract, the contractor shall be liable to VA for liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to those individuals." See Handbook 6500.6, App. C, paragraph 7a, 7d. Note: As of the date of Modification # 54 (referenced above of said contract) and until further notice, $37.50 is the figure to be used in all contracts that require a liquidated damages clause. d.A requirement for annual security awareness training: "Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall successfully complete, on an annual basis, security awareness training provided or arranged by the contractor that conforms to VA's security and privacy requirements as delineated in the copy of the VA security awareness training provided to the contractor." This information will be reviewed by the COR during the semiannual meeting. e.A requirement to sign VA's Rules of Behavior: "Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall sign, on an annual basis, an acknowledgement that they have read, understand, and agree to abide by VA's Contractor Rules of Behavior dated March 12, 2010 which is attached to this contract" (see above referenced contract number). Note: If a medical device vendor anticipates that the services under the contract will be performed by a large number of individuals, the Contractor Rules of Behavior may be signed by the vendor's designated representative. The contract shall reflect that, by signing the Rules of Behavior on behalf of the vendor, the designated representative agrees to ensure that all such individuals review and understand the Contractor Rules of Behavior when accessing VA's information and information systems. 11. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). VISN20 will provide the vendor the network infrastructure to connect the server and the preferred devices to the VISN20 network. 12. Place of Performance. Work will be done remotely or on site at the following sites: "Department of Veteran Affairs Boise VAMC 500 West Fort Street, BLDG 34 BOISE, ID 83702 "Department of Veteran Affairs Alaska Health Care System and Regional Office 2926DeBarr Road Anchorage, AK 99508-2989 "Portland VA Medical Center 3710 SW US Veteran Hospital Road Portland OR 97239 "Roseburg VA Medical Center 913 NW Garden Valley BLVD Roseburg, OR 97470 "American Lake VAMC Puget Sound Health Care System 9600 Veterans Drive Tacoma WA 98493 "Seattle VAMC VA Puget Sound Health Care System 1660 S Columbian Way Seattle WA 98108 "Department of Veterans Affairs Spokane VA Medical Center 4815 North Assembly Street, BLDG 14 Spokane WA 99205 "Department of Veteran Affairs Jonathan M. Wainwright Memorial VA Medical Center 77 Wainwright, BLDG 80 Walla Walla, WA 99362 "VA SORCC (White City) 8495 Crater Lake HWY White City, OR 97503 "Sacramento Data Center (RDC) 1100 N Market BLVD Sacramento, CA 95834 13. Period of Performance. Date of award through one year, plus 4 one year options, dates to be determined at time of award. 14. Delivery Schedule.. 16.1.Vendor shall provide all software upgrades during the service contract 16.2.Vendor shall provide Preventive Maintenance during this service contract 16.3.Vendor shall maintain this system while this service contract is in place
 

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File Name: VA260-15-N-0074 VA260-15-N-0074.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1712452&FileName=VA260-15-N-0074-000.docx)

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