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FBO DAILY - FEDBIZOPPS ISSUE OF MAY 14, 2015 FBO #4919
DOCUMENT

D -- Document Storage System-interface for CIS and ARK - Attachment

Notice Date: 5/12/2015
Notice Type: Attachment
NAICS: 541519 — Other Computer Related 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: VA26015N0627
Response Due: 5/19/2015
Archive Date: 8/17/2015
Point of Contact: Adrienne Umathum
Small Business Set-Aside: N/A
Description: STATEMENT OF WORK/SPECIFICATIONS 1.DESCRIPTION OF SERVICES. Contractor shall provide all labor, material, parts, project management, tools, software and equipment necessary to furnish and install a Clinical Information Systems/Anesthesia Record Keeping (CIS/ARK) DataBridge Suite Hospital Perpetual License (herein after DataBridge). License as used herein shall include all components of DataBridge including SAV Link, ICU Link, and Data Analytics Interface perpetual licensing for each of the following VISN 20 sites: VA Portland; Puget Sound Healthcare System (PSHCS aka VA Seattle); VA Spokane; VA Roseburg, Eugene CBOC, VA Anchorage and VA Boise. Contractor shall provide all licenses, materials, labor, supervision, technical support, training and travel necessary to complete the tasks defined herein. The travel costs associated with all services required shall be included in the training line item. Contractor shall install DataBridge on at least two (2) servers/computers as furnished and instructed by VISN 20 (via Region 01), which upon completion of this contract shall remain the property of the government. The Contractor shall install DataBridge physically at the Region 01 QTS Data Center in Sacramento, CA. The Contractor must also install DataBridge onto back-up VistA servers at the Region 01 Latisys Data Center in Denver, CO. Each installation of DataBridge will require installation in VISN 20's existing DocStore Directories. Each VistA system for the VISN 20 sites in question will require a.KID Build by DSS for the installation of DataBridge. Minimum specifications as defined in Paragraph 3.1 DataBridge Requirements must be met. DataBridge management software (GUI interface), if required, will be installed on government furnished hardware (servers and PCs). This software must be installed such that it is co-located with existing facility hardware. Contractor furnished software must meet the minimum specifications outlined in the Statement of Work (SOW). All equipment and products furnished will be shipped F.O.B. Destination; addresses will be indicated at the time of contract award for VISN 20. Any other products or supplies (i.e. operational manuals for each site) to be shipped to the other facilities will be sent F.O.B. destination to the addresses provided by the VISN COR. The assigned Purchase Order at the time of Award must be included on all packing lists enclosed with each shipment. All software shall be compatible with all existing computer programs/operating systems currently installed and shall allow for future upgrades to the existing systems in VISN 20. These shall include but not be limited to the ICU-CIS, ARK, Analytics System, Electronic Medical Records (EMR) VISTA/CPRS, Windows 7, and VISTA, Microsoft Office Products, Internet Explorer, VA Windows Based programs and VA antivirus software. All software to be provided under any resulting contract shall be Section 508 compliant. The Contractor shall provide ongoing maintenance and support for DataBridge for the duration of the contract and as long as the government exercises the options identified in the schedule of services. 2.Timeline: VISN 20 has awarded a contract to Drager Medical for an ARK System. The implementation of the ARK System will first occur at the Seattle VA Medical Center, with a target date of August 25, 2015. VA Portland, VA Spokane, VA Roseburg, Eugene CBOC, VA Anchorage and VA Boise will follow in that order within 360 days of the Seattle VA implementation. A VISN 20 Philips CIS has already been purchased; DSS will continue to support this installed VISN 20 CIS system at Portland VA, Boise VA, Seattle VA and Spokane VA. All services that involve initial delivery, installation, and connection to VISN 20 VistA as defined herein shall be completed within 330 days from receipt of notice of award excluding the thirty (30) days required for the acceptance testing as defined in Final Acceptance paragraph in the Line Item 2-2 Scope: DSS Onsite Installation section. All services that involve installation and configuration to the ARK and the Analytics system shall be completed within 30 days of the installation of the DataBridge files and of the ARK and the Analytics system at each VISN 20 facility. Based upon this completion date, the Contractor shall provide with his/her signed contract, a detailed time line and a strategic plan to complete all services as further defined herein. 2.1 Project Management / Database Administration: The Contractor shall provide the following services under the resulting contract throughout the duration of the contract as defined in the individual Tasks. 2.1.1 Project Management: The Contractor under this Contract shall be responsible for the complete Project Management of DataBridge as further defined in this SOW. The Contractor will provide a qualified, off-site Project Manager (PM) as a single Point of Contact for VISN 20. The PM shall be VISN 20's primary point of contact and shall be responsible to oversee and manage the operations of the system. Project Management shall be provided to VISN 20 during normal operating hours of 8:00 am - 7:00 pm EST, Monday through Friday. The Contractor shall provide the name and contact information of the Project Manager to the COR during the pre-work orientation. The Primary COR will be notified a minimum of fourteen (14) days in advance of any change to the Project Manager assigned to VISN 20. 2.1.2 Interface Application Support: The Contractor under this Contract shall be responsible for the day-to-day operations and support of the DataBridge interface during the subscription maintenance and support period. The Contractor will provide qualified staff to service VISN 20 needs remotely. The support staff will be responsible for the day-to-day operations of the DataBridge in order to ensure that DataBridge is operating to specifications and appropriately filtering information from VistA/CPRS to VISN 20's commercial ICU-CIS, ARK, and Analytics systems, thereby successfully integrating the systems together. DSS support shall be provided to VISN 20 twenty four hours a day, seven days a week. Including ALL holidays. 2.1.3 DataBridge and all associated components and software shall be installed on government furnished hardware as defined by the COR physically at the Region 01 Sacramento and Denver Data Centers. Notwithstanding, it is agreed upon and understood that the use of the DataBridge is currently being used at four hospitals. There are seven facilities with operating rooms and PACU units as follows. The current CIS system in VISN 20 is the Philips ICIP ICU-CIS in the facility ICUs only. ARK installations in the Operating Room; PACU; Stepdown Units; ED; and Other areas are being added. IDFacilityAddress 648Portland VA Medical Center http://www.visn20.med.va.gov/portland/3710 SW U.S. Veterans Hospital Rd. Portland, OR 97239 663Puget Sound Healthcare System-Seattle http://www1.va.gov/pugetsound/1660 South Columbian Way Seattle, WA 98108 531Boise VA Medical Center http://www.visn20.med.va.gov/boise/index.asp500 West Fort Street Boise ID 83702 668Spokane VA Medical Center http://www.visn20.med.va.gov/spokane/index.asp4815 N. Assembly St Spokane, WA 99205 653Roseburg VA Medical Center http://www.roseburg.va.gov/ 913 NW Garden Valley BLVD Roseburg, OR 97471 653Eugene CBOCUnknown at this time 463Anchorage VA Medical Center http://www.alaska.va.gov/ 1201 North Muldoon Road Anchorage, AK 99504 The Contractor is being notified by the Primary COR and by the CO that we are increasing the total number of facilities within VISN 20 from four to six. 3.GENERAL REQUIREMENTS: 3.1 Contractor shall meet operational uptime requirements as defined in paragraph 3.1.4 below. DataBridge shall not interfere with the existing computer programs currently in use at each of these locations including, but not limited to, VISTA/CPRS, Windows 7, Internet Explorer, Microsoft Office, Windows based programs, and VA antivirus software. DataBridge shall include a perpetual software license as defined herein, software maintenance including all software updates, upgrades, patches and/or software enhancements detailed in this document. Contractor shall provide all technical support and any on-site and/or remote service required. 3.1.2 It is agreed upon and understood that the Contractor shall not perform any additional services beyond those authorized at the conclusion of this contract without the express written approval of the CO in accordance with the terms and conditions of this contract. Any additional services performed without this authorization will be performed at no cost to the government. 3.1.3 All non-emergency support services shall be provided during normal business hours, of 8:00 AM - 7 PM EST Monday - Friday, excluding Federal Holidays as indicated below. Contractor may submit for consideration a list of any additional holidays observed by the company. The phone number to be used for DSS/ project management services shall be provided to the VISN 20 COR. VISN 20 COR shall be identified within 30 days of award. In addition, the Contractor shall provide backup support available off hours, weekend, holidays and vacations for emergency needs at no additional cost to this contract. Federal Holidays observed by VISN 20 are: New Year's DayMartin Luther King Day President's Day Memorial Day Independence Day Labor Day Columbus Day Veteran's Day Thanksgiving Day Christmas Day 3.1.4 The system shall be operable and available for use 95% of the normal operating hours unless otherwise stated. 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, as will downtime due to the unavailability of the VA network or servers. Downtime calculations will commence once the VA network and servers are available. Operational Uptime will be computed during a month long time period. Repeated failure to meet this requirement can subject the Contractor to Termination for Default action. 3.1.5 The following is an overview of each individual task. Further details are provided in Paragraph 3.0 System/Service Requirements. Line Item 1: FURNISH DATABRIDGE PERPETUAL LICENSE, MAINTENANCE, AND SUPPORT Line Item 1-1 Scope: Clinical Information Systems/Anesthesia Record Keeping System (CIS/ARK) DataBridge Suite Hospital Perpetual License: Contractor shall provide all associated software and software licenses for the DSS DataBridge for facilities located within VISN 20 as defined in this document. All updates/upgrades to the DataBridge shall be provided by the Contractor throughout the duration of the contract in accordance with the terms and conditions of the resulting contract. It is understood that the VA will be granted a perpetual license for all authorized users within VISN 20 for use of the DataBridge. Authorized personnel will have access to a GUI interface to the DataBridge for initial troubleshooting. VISN 20 shall be allowed an unlimited amount of software users for the facilities defined in this contract. The Contractor shall be responsible to notify the Primary COR immediately if a problem exists with the performance level of the software/interface. Line Item 1-2 Scope: Clinical Information Systems/Anesthesia Record Keeping System (CIS/ARK)DataBridge Suite Hospital subscription maintenance and support: The Contractor must provide software maintenance and support 24 hours a day, seven day a week, including bug fixes, minor release upgrades, and telephone support for all VISN 20 sites identified in this contract. The services required in this Line Item are limited to twelve months of performance, commencing at the Final Acceptance date of all facilities. Thus, the anticipated start date of the software maintenance and support is date of award of this contract through one year followed by 4 one year option periods. The Contractor must provide such maintenance and support remotely using a VA approved VPN connection. Line Item 2: INSTALLATION/IMPLEMENTATION Line Item 2-1 Scope: DSS Installation Project Management, Eight hours per facility: The Contractor shall provide project management services including hardware certification for all applicable hardware (including VistA servers at Region 01 Data Centers); coordination with facility, VISN and Region staff for end-user menu options;.KID files and installation coordination. Line Item 2-2 Scope: DSS Onsite Installation, One day per facility: The Contractor shall install all software components under this line item that are necessary for the complete installation of the system physically at the Region 01 Sacramento and Denver Data Centers, and at individual facilities. This scope shall include but not be limited to the complete installation, implementation, and configuration and testing of the DataBridge. It shall also include the necessary installation and configuration of hardware in facility-designated training facilities. The services shall include all labor, supplies, supervision, and customary charges required to complete the installation. All services defined herein should be completed within 30 DAYS from receipt of notice of award except those that require an CIS/ARK and Analytics system to be in place. This time frame may change if it is beneficial to VISN 20. The exact timeframe for installation will be determined through discussions with VISN 20 after the award of the contract, as V20 facilities will be implementing their ARK serially. The above period excludes the thirty (30) days required for the acceptance testing as defined in Final Acceptance paragraph below. Based upon this completion date, the Contractor shall provide with his/her signed contract, a detailed time line and a strategic plan to complete all services as further defined herein. The schedule being submitted shall require the approval of the Primary and Alternate Contracting Officer's Representatives (COR's) and the Contracting Officer (CO) prior to the commencement of services. Any services provided prior to this approval, shall be performed by the Contractor at no cost to the government. The approved schedule shall be incorporated into the final contract. If the approved schedule cannot be adhered to, any requests for changes shall be submitted via e-mail to the VISN 20 COR. Notwithstanding, it understood that the strategic plan and/or timelines may be updated for any delays which may be caused by the government or acceptable delays by the Contractor in accordance with the contract but only with adequate consideration. Timeline shall clearly identify each phase of the project including estimated time to complete analysis of the existing systems. Testing and Certification: Upon completing installation of the DataBridge interface at the Region 01 Data Centers, the Contractor shall pretest the entire system. After pretesting the system, the Contractor shall certify to the Primary COR, via e-mail that the system is ready for acceptance testing, and that it meets all requirements as specified. Submission of this certification of system readiness shall be accomplished by the Contractor prior to the beginning of the scheduled Government Acceptance Test. Final Acceptance Testing: The government shall accept the DataBridge upon thirty (30) days of continuous operation of the system without fault in a production environment with an operating CIS/ARK at all applicable VISN 20 facilities. This thirty (30) day window is considered the acceptance test period during which time the Contractor shall confirm that all facilities within VISN 20 for which this interface is installed are able to gain access and use the interface as intended. Successful operation includes operation in accordance with the documentation published by the Contractor for the computer software and in accordance with the functional requirements described in the specifications. If a fault occurs, the acceptance test period will stop. Upon the Contractor's correction of the fault, the 30-day acceptance test period will re-start. It is understood that the Contractor shall be responsible to correct any fault experienced during the acceptance test period at no charge to the Government. The Contracting Officer will accept or reject the system based on recommendation from the COR. The commencement date of the acceptance test will be on a mutually agreed upon date and time between the COR and the Contractor. This initial testing shall be conducted in the presence of the COR for proof-of-performance and throughout the duration of the testing period. The VISN 20 Biomedical staff, IT staff, and both members of the clinical and non-clinical staff shall evaluate the product based on jointly derived criteria and on the expected functionality of the product. It is understood that the acceptance of the software will be made when the acceptance testing is completed and approved by the government for Line Item 2-2, Installation. Acceptance Testing will occur at the following Milestones, but not necessarily in the order listed below. Note that some milestones may be achieved in parallel: 1. VistA integration to Interface at all six VISN 20 sites 2. Solution Analytics integration to Interface. 3. CIS/ARK integration to Interface at Portland 4. CIS/ARK integration to Interface at Seattle 5. CIS/ARK integration to Interface at Spokane 6. CIS/ARK integration to Interface at Boise 7. ARK integration to Interface at Roseburg, OR 8. ARK integration to Interface at Anchorage, Alaska Line Item 2-3 Scope: DSS Post-Installation (Remote) ICU/ARK Link and DATALink, One day per facility: The Contractor shall provide up to a maximum of one day per VISN 20 facility defined in this contract of the necessary post-installation support as required by the VA so that VISN 20 can maximize the benefits of the ICU/ARK Link and DATALink components of DataBridge, and customize features to meet the individual facility needs. The Primary COR shall be responsible to notify the Contractor of the location for each of the sessions. The Contractor shall provide all materials required for the above. The VA will coordinate the use of any additional equipment which may be required. Line Item 3: ICU/ARK Link Project Management and Training: Line Item 3-1 Scope: DSS Onsite Project Management, One day per facility: The Contractor must provide appropriate Project Management prior to, during, and after the installation of DataBridge. This project management includes up to one day per facility of training and project management for the installation of the component of DataBridge that interfaces to the VISN 20 Philips ICIP ICU-CIS and the VISN 20 Drager ARK-OR/PACU to VistA. The Project Manager assigned by DSS must perform at a minimum the following services: Information Technology Support - The Project Manager must assist with implementation of regularly scheduled quarterly upgrades and with interim software changes for the duration of this contract. Clinical and Administrative Application Coordinator - The Project Manager works with facility administrative and clinical staff leaders to define effective and efficient utilization of the ICU/ARK Link aspect of DataBridge. The Project Manager will work with VISN 20 staff to set parameters and preferences for the ICU/ARK Link component of DataBridge. The Project Manager acts as a user advocate to liaison with the DSS Technical, QA, and Development staffs. Education The Project Manager will mentor or schedule the mentoring of VISN 20 staff on the ICU/ARK Link component of the DataBridge. Line Item 3-2 Scope: DSS Onsite Training and Mentoring, Four days per facility: The Contractor shall provide up to a maximum of four days per VISN 20 facility defined in this contract of the necessary training as required by the VA so that VISN 20 can maximize the benefits of the ICU/ARK Link component of DataBridge. Within thirty (30) calendar days of receipt of award, the Contractor shall submit to both the CO and to the Primary COR a written plan which outlines the best approach for the training of the technical (IT), technical (Biomed), and clinical staff of VISN 20 on the overall operations of the DataBridge interface. This written plan will include a sample curriculum and recommendations on the level of staff which will attend which sessions. The Primary COR shall be responsible to notify the Contractor about the location for each of the sessions. The Contractor shall provide all training materials and/or manuals required for the above. The VA will coordinate the use of any additional equipment required such as overhead projectors, sound systems and/or computers which may be required. Training shall include on-site orientation of using personnel in operation and troubleshooting of software furnished, as well as an actual demonstration of the entire DataBridge. Contractor's qualified personnel will provide the training upon completion of installation. Contractor shall contact the COR upon completion of the installation of the solution, testing and Final Acceptance of the hardware and software by the government to discuss final implementation and training. Training shall commence no later than fourteen (14) calendar days after Final Acceptance of the system is made under Line Item 2. Date and times of training shall be mutually agreed upon with the Contracting Officer's Representative (COR) or designated alternate and the Contractor. Line Item 3-3: DSS Post-Installation ICU/ARK Link, One day per facility: The Contractor shall provide up to a maximum of one day per VISN 20 facility defined in this contract of the necessary post-installation support as required by the VA so that VISN 20 can maximize the benefits and features of the ICU/ARK Link component of DataBridge, including coordination with the ICU-CIS contractor and OR ARK contractor. The Primary COR shall be responsible to notify the Contractor of the location for each of the sessions. The Contractor shall provide all training materials and/or manuals required for the above. The VA will coordinate the use of any additional equipment required such as overhead projectors, sound systems and/or computers which may be required. Line Item 4: DataLink Project Management and Training: Line Item 4-1 Scope: DSS Training Project Management, One day per facility: The Contractor must provide appropriate Project Management prior to, during, and after the installation of DataBridge. This project management includes up to one day per facility of training and project management for the installation of the component of DataBridge that interfaces to the VISN 20 Analytics System and VistA. The Project Manager assigned by DSS must perform at a minimum the following services: Information Technology Support - The Project Manager must assist with implementation of regularly scheduled quarterly upgrades and with interim software changes for the duration of this contract. Clinical and Administrative Application Coordinator - The Project Manager works with facility administrative and clinical staff leaders to define effective and efficient utilization of the DataLink aspect of DataBridge. The Project Manager will work with VISN 20 staff to set parameters and preferences for the DataLink component of DataBridge. The Project Manager acts as a user advocate to liaison with the DSS Technical, QA, and Development staffs. Education The Project Manager will mentor or schedule the mentoring of VISN 20 staff on the CIS/ARK Link component of the DataBridge. Line Item 4-2 Scope: DSS Onsite Training and Mentoring, Two days per facility: The Contractor shall provide up to a maximum of two days per VISN 20 facility defined in this contract of the necessary training as required by the VA so that VISN 20 can maximize on the benefits of the DataLink component of DataBridge. Within thirty (30) calendar days of receipt of award, the Contractor shall submit to both the CO and to the Primary COR a written plan which outline the best approach for the training of the technical (IT), technical (Biomed), and clinical staff of VISN 20 on the overall operations of the DataBridge interface. This written plan will include a sample curriculum and recommendations on the level of staff which will attend which sessions. The Primary COR shall be responsible to notify the Contractor on the location for each of the sessions. The Contractor shall provide all training materials and/or manuals required for the above. The VA will coordinate the use of any additional equipment required such as overhead projectors, sound systems and/or computers which may be required. Training shall include on-site orientation of using personnel in operation and troubleshooting of software furnished, as well as an actual demonstration of the entire DataBridge. Only qualified Contractor's personnel upon completion of installation will provide the training. Contractor shall contact the COR upon completion of the installation of the solution, testing and final acceptance of the hardware and software by the government to discuss final implementation and training. Training shall commence no later than fourteen (14) calendar days after final acceptance of the system is made under Line Item 2. Date and times of training shall be mutually agreed upon with the Contracting Officer's Representative (COR) or designated alternate and the Contractor. The Contractor is responsible for coordinating with the Analytics System Contractor and the VISN 20 COR in defining the roles and responsibilities of troubleshooting the DataLink interface to the Analytics system. Line Item 4-3: DSS Post-Installation DATALink, One day per facility: The Contractor shall provide up to a maximum of one day per VISN 20 facility defined in this contract of the necessary post-installation training as required by the VA so that VISN 20 can maximize the benefits and features of the DATALink component of DataBridge, including coordination with the Analytics contractor. The Primary COR shall be responsible to notify the Contractor on the location for each of the sessions. The Contractor shall provide all training materials and/or manuals required for the above. The VA will coordinate the use of any additional equipment required such as overhead projectors, sound systems and/or computers which may be required. Line Item 5: Follow-up Training, Two days per facility for DATALink: The Contractor shall provide up to a maximum of two days per VISN 20 facility as defined in this contract for DATALink of the necessary post-installation training as required by the VA so that VISN 20 can maximize the benefits, features, and local support capabilities of the DATALink components of DataBridge. The Primary COR shall be responsible to notify the Contractor on the location for each of the sessions. The Contractor shall provide all training materials and/or manuals required for the above. The VA will coordinate the use of any additional equipment required such as overhead projectors, sound systems and/or computers which may be required. Line Item 6 Scope: Travel Per Diem Expenses: Actual travel and per diem expenses to be billed according to the government's standard per diem rates available at http://www.gsa.gov/portal/category/100000 and are included in the contract price. Line Item 101, 201, 301 and 401 Scope: DSS Databridge Services: The Contractor must provide software maintenance and support seven days a week and twenty four hours a day. Including bug fixes, minor release upgrades, and telephone support for all VISN 20 sites identified in this contract. The services required in this task are option years for the same service are identified in Line Item 1-2 Scope. The Contractor must provide such maintenance and support remotely using a VA approved VPN connection. All maintenance services shall be provided in a timely manner in accordance with the Contractor's customary practice. However, prolonged delay in resolving software problems will be noted in the Government's various past performance records on the Contractor (e.g., www.ppirs.gov). 2.1. TERMINOLOGY ARKAnesthesia Record Keeper BCMA VHA Barcode Medication Administration system, a national VHA program integrated into VistA. CACClinical Applications Coordinator CCISCritical Care Integration Systems CCUCritical Care Unit CISThe vendor-supplied Electronic Patient Management System - provided under this Contract. COContracting Officer - Only individual who is authorized to make any changes or modify the services in any way, which may be required within the scope of the contract. COR/POCContracting Officers Representative to manage services to be performed by the Contractor in accordance with their delegation of Authority. Responsibilities of the COR's/POC will be discussed during the pre-work orientation meeting. CPRSComputerized Patient Record System, a graphical user interface (GUI) to display VistA patient information DATABASEA structured collection of records or data that is stored in a computer so that a program can consult it to answer queries. The records retrieved in answer to queries become information that can be used to make decisions. Solutions and/or Database as used herein shall mean all systems or data stores which the Contractor is responsible for. DBADatabase Administrator: A database administrator (DBA) is a person who is responsible for the environmental aspects of a database. EMRElectronic Medical Records VistA FSEField Service Engineer. A person who is authorized by the Contractor to perform work, maintenance (corrective and/or preventive) services on the VAMC premises GUIGraphical User Interface HIPAAHealth Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy ICUIntensive Care Unit (to include stepdown/intermediate care units at each hospital) JCAHO Joint Commission on Accreditation of Healthcare Organizations NSQIPNational Surgical Quality Improvement Program. Program includes clinical screening, data compilation, documentation and entry of all eligible cases into the data base. Coordinates activities and findings with the Surgical Care Center, Infection Control Committee, Health Care Improvement Committees and the Quality Executive Board. ODBCOpen Database Connectivity (ODBC) provides a standard software API method for using database management systems (DBMS). The designers of ODBC aimed to make it independent of programming languages, database systems, and operating systems. OI&T: Office of Information and Technology. VA's Information Technology organization. OR: Operating Room OSHAOccupational, Safety and Health Administration PACU: Post Anesthesia Care Unit PERL Programming - PERL is a general-purpose programming language originally developed for text manipulation and now used for a wide range of tasks. The language is intended to be practical (easy to use, efficient, complete) rather than beautiful (tiny, elegant, minimal). PMPreventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. PMSProject Management Services to be performed by the Contractor as defined herein. QAQuality Assurance The Contractor's quality assurance plan so that the system will function as intended and meet all response time. VAHVA Hospitals. VAMCVA Medical Center - used interchangeably with VHA, VAH - refers to all facilities within the VISN 20. VHA Veteran's Healthcare Administration VistA Veterans Health Information Systems and Technology Architecture-VHA hospital information system (VistA to accept provider medication orders from CPRS and record the administration of pharmaceuticals, utilizing a GUI [CPRS]) VISN 20 VISN 20 of interest in this solicitation covering the [describe / define area of coverage] and comprising 6 VA Medical Centers. VPN Virtual Private Network, for continuous secure network connectivity. 3.0. SYSTEM / SERVICE REQUIREMENTS 3.1 DataBridge Requirements VISN 20 requires a software interface that includes all necessary software used to filter information from VistA/CPRS to VISN 20's Philips ICIP ICU Clinical Information System (ICU-CIS) and a DSS-validated Draeger Anesthesia Record Keeping (CIS/ARK) system as well as an Analytics Database which are anticipated to be installed between FY15 and FY17 under a separate procurements. This interface must be bi-directional, transferring some information from the ICU-CIS, and ARK back to VistA. This interface must successfully integrate all systems together using various communication technologies including HL7 v2.4 and XML, RPC broker protocols. This interface must have routines that are written in a way such that they do not conflict with nationally distributed or locally developed software for VistA. VA standard methods for integrating with VistA must be employed in order to have a successful interface. These standard methods include the use of FileMan Application Programming Interfaces (API's) and Remote Procedure Calls (RPC). Additionally, the development of this interface must not require the use of VA programmers. The interface must allow for the communication from and to the following systems: From VistA to ICU-CIS From ICU-CIS to VistA From VistA to ARK From ARK to VistA From VistA to Analytics The elements of communication that must be provided by the interface between the ICU-CIS, ARK, VistA, and Analytics must include the following: oUser Authentication (Security) - VistA users must be authenticated to the ICU-CIS, ARK, and Analytics through the same user access/verify codes they use to sign into VistA. oPatient Selection/Registration in CIS and ARK - Individual patients must be selected by methods conforming to VistA standards, minimizing data entry, and by a process similar to patient selection in CPRS. Once selected, patient demographic and other information is passed to the ICU-CIS, and ARK vendor application. Messages updating the patient information are sent to the vendor ICU-CIS and ARK applications triggered by specific events. oPatient Status Information - Allergies and Code Status information must be sent to ICU-CIS and ARK with initial registration of patient in CIS and ARK with all updates to Status content. oPatient Information -In general, the following data from multiple VistA packages must be sent to ICU-CIS and ARK and displayed on appropriate correct timelines. ? Lab Results ? Pharmacy Medication Schedules and Administration, including outpatient and inpatient ? Nursing and Dietary Orders in delimited form when available (e.g., restraint orders, pressure ulcer, fall risk) ? Radiology Orders ? Vital Signs ? Current Problem List entries ? Notification of New Messages sent to ICU-CIS and ARK ? Time Synchronization with VistA ? A.pdf image must be sent from ICU-CIS and ARK to VistA Imaging with an associated TIU note ? TIU (Progress Note) must be created in the ICU-CIS and ARK and sent to VistA ? Surgery Package Data and Schedule must be sent to ARK oAnalytic Database Integration to VistA, ICU-CIS and ARK. oCCOW - Once user is logged into CPRS, BCMA, CIS, ARK or other CCOW compliant software, clicking on the next application opens that application without user authentication and opens the software into the same patient from the previous application. This functionality is dependent on local VISN 20 implementation of CCOW. However, the functionality must exist through the interface and must provide the following information: 1. patient name, 2. DFN, 3. [patient.id.mrn.nationalidnumber], 4. //The VistA Domain 5. CCOW_LOGON_ID = 'user.id.logon.vistalogon'; //CCOW 6. //The VistA Token 7. CCOW_LOGON_TOKEN = 'user.id.logon.vistatoken'; //CCOW 8. //The VistA user Name 9. CCOW_LOGON_NAME = 'user.id.logon.vistaname'; //CCOW 10. //The User Name in VistA 11. CCOW_NAME_VistA = 'user.id.logon.vpid'; 12. and access to the national VA CCOW vault. The necessary interface must include various software training, and support which will be utilized by all VISN 20 facilities defined in this Statement of Work. The following components are necessary for a successful interface: oA perpetual license for each of the following VISN 20 facilities that performs the Clinical Information Systems (CIS) and Anesthesia Record Keeping System (ARK) DataBridge Suite Hospital Perpetual License, including SAV Link, ICU Link, and Data Analytics Interface. Perpetual licensing for each of the following VISN 20 Medical Centers is required: ? Portland VAMC ? Seattle VAMC ? Boise VAMC ? Spokane VAMC. Anchorage VAMC. RoseburgVAMC -Eugene CBOC oStandard Software maintenance and support must be provided from Monday through Friday 8AM-7PM EST. This support must include bug fixes, minor release upgrades, telephone support for a period of one year for the facilities listed above. Four optional support years must be written into the contract. Emergency repairs will be covered 24/7 including holidays. oInstallation and training must be performed and managed by the Contractor and must include hardware certification, end-user menu options and installation coordination for the entire software package. This interface must be co-located with VISN 20's existing VA VistA servers physically located in the Sacramento Region 01 and Denver Region 01 Data Centers. Installation can occur remotely. The Contractor must properly configure necessary facility workstations and provide necessary training to VA identified staff. 3.9 Security ? In addition to the requirements detailed in Paragraph 11.1, Contractor acknowledges that information security is critical to the Analytics database. The application shall meet standards set forth by the Health Insurance Portability and Accountability Act of 1996 (HIPAA), The Privacy Act of 1974, Enterprise Architecture standards, and VA Cyber-Security requirements. Contractor agrees to adhere to all VA Requirements, policies and procedures with reference to security and Background investigations further defined herein. ? The individual VA hospitals and VA Medical Centers retain ownership of the data that they contribute to the database, as well as all derivative data, and analytic results. The hosted environment and database shall meet or exceed the VISN and VA policies regarding the security of data. In addition, an audit trail of all queries and data extracts is maintained by the system. In an effort to maintain complete confidentiality, the Contractor agrees to adhere to all VA and Federal regulations regarding confidentiality. It is agreed upon and understood that the Contractor shall not under any circumstances copy, print or distribute any data for which they are responsible for under this Contract to any party. VA Policies on Confidentiality shall be strictly adhered to. ? The system shall be capable of restricting individual-user access to the areas of the database to which they have been granted privileges including specific tables, fields and reports. Administrative functions for the system, such as security assignments, are made using an Administrative' GUI interface, not requiring programming capabilities. ? Vendor shall have an approved Business Associate Agreement (BAA) with VA. If the bidder does not currently have a signed BAA they should contact the HIPAA Program Management Office to initiate the process: HIPAA PMO Contact Information: Phone: 202-254-0385, Fax: 202-254-0396 Email: hipaa.pmo@va.gov Mailing Address: Department of Veterans Affairs VHA HIPAA PMO (16) 810 Vermont Ave, NW Washington, DC 20420 A signed BAA will be required by the time of installation. If the BAA is not signed the VA has the right to terminate the contract for default. ? Contractor shall be approved for Site to Site One VA VPN Access. This may require approval by the VA Office of Cyber Information Security (OCIS). If the bidder does not currently have an approved Site to Site VPN they should contact: Gary Dameron, HISD Team Lead Department Of Veterans Affairs OI&T, Field Security Operations Health Information Security Office: 304-262-7711 BB: 304-389-1911 ? Remote Access: If it is determined by the Primary COR, that the FSEs and authorized Contractor personnel will require remote access to the system in order to meet the software maintenance, Preventive Maintenance (PMS) and Administration requirements of this Contract, the Contractor agrees to the above and to adhere to VISN 20's and the Federal guidelines set forth herein. If approved by the VISN ISO, the Contractor shall be provided with an approved OCIS Site to Site VPN account. The COR will provide the Contractor with additional information on how to proceed with the above during the pre-work orientation meeting. Notwithstanding, it is agreed upon and understood that remote access will only be provided for technical support within the US (CONUS) ? Vendor shall provide a completed Manufacturer Disclosure Statement for Medical Device Security (MDS2). The Contractor agrees to sign the VA'S Confidentiality and Security Agreements in accordance with VA policies and procedures. 4.0. PRODUCT MODIFICATION, REMOVAL OR RECALL: A. If any product awarded under this solicitation requires modification, is removed or recalled by the Contractor or manufacturer, or if any required modification, removal or recall is suggested or mandated by a regulatory or official agency, the Contractor or manufacturer will immediately take the following steps: 1. Notify the Contracting Officer, in writing, by the most expeditious manner possible. Provide two copies of the notification, which shall include, but not be limited to, the following: a.Complete item description and/or identification, order numbers from customers and the contract number assigned as a result of an award on this solicitation. b.Reasons for modifications, removal or recall. c.Necessary instructions for return for credit, replacement or corrective action. 2. Provide the above information to all agencies and VA facilities who purchased the product. The Contracting Officer shall be provided a copy of the notification in one of the above, notifications listed and all agencies and/or VA facilities notified. B. Contractor shall be responsible for any costs associated with the above. 5.0. SYSTEM ACCESS: In accordance with the Conformance Standards, the Contractor shall be granted reasonable access to the system to fulfill the obligations set forth in this contract. In addition, Contractor shall also agree to adhere to VISN 20's Security Guidelines set forth herein. 6.0. SERVICE MANUALS / TOOLS / EQUIPMENT: The VAMC shall not provide tools, test equipment, or service manuals to the Contractor to perform any services defined herein. The Contractor shall be responsible to obtain, have on file, and make available to the Primary COR all operational and technical documentation on the equipment, which are necessary to meet the requirements of this contract. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the CO upon request. 7.0 OPERATING / MAINTENANCE MANUALS: In addition to the training materials, Contractor shall provide an electronic copy of the operating and/or user's manuals and two (2) hard copies of each manual to fully understand the operation of the software. Copies will be provided as designated by the VISN COR the Biomedical Engineering and Information Resource Management (IRM) departments. Contractor herein grants authorization for VISN 20 to make multiple copies for internal use if necessary. Updated service manuals will be provided to the CO/COR with each major update. 8.0. CONFORMANCE STANDARDS. All services shall be performed and software shall function in conformance with all VA safety and Security standards, manufacturer's/industry standards, Health Insurance Portability and Accountability Act (HIPPA), be Section 508 Compliant, Occupational, Safety and Health Administration (OSHA), National Electrical Codes (NEC), and other applicable state, local, national and industry standards. Software provides shall be approved by VA's OCIS-Health Information Security Division on three levels: Technical Vulnerability, Hardening Guideline Comparison and HIPPA Control Analysis. 9.0. PAYMENT: Invoices will be submitted upon completion of the installation, implementation, initial training and final acceptance of the equipment, software and services by the government. The Acceptance Testing Milestones are listed below. Invoices shall be submitted and paid monthly in arrears and will be submitted no later than 30 days after completion of services during the prior quarterly period in order to help expedite payment. All invoices shall include, at a minimum, the following information: Contract No., Purchase Order No., and itemized listing of equipment and/or services purchased and or provided. Invoices to be sent directly to the address in Austin, TX indicated on page 2 of this Contract. Failure to include the above information could result in a delay in payment. Not with standing, it is agreed upon and understood that no invoices will be submitted under any of the Line Items if services were not performed nor required during the anticipated period of performance. Acceptance Testing Milestones Percentage of Contract Payment Follow-up Training at all four facilities (after Final Acceptance)100% of all Line Items 10.0 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. 11.0 GENERAL REQUIREMENTS: 11.1. SECURITY. The Contractor must follow the security policies at each VISN 20 Facility that they operate within. A VA Police background check may be a requirement as further defined herein for all Contractors' and any Subcontractors' employee(s) providing services to the Government. Contractor access to areas within the Medical Center such as offices, clinics, patient rooms, and other restricted areas will have to be obtained by a facility representative. The COR and the Contractor will address these issues prior to conducting work in each facility. If required by the COR, the Contractor will be requested to provide the following information: Name (full, including previous names) of any employee who will be performing work under this contract. Social Security Number Date of Birth Race State(s) lived-in 11.2. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: The Contractor shall 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 formal training program, for the equipment identified in the statement of work. For field experience, the FSE(s) has sufficient experience with respect to maintenance required under this contract. The FSEs shall be authorized by the Contractor to perform the software 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 Government may require the Contractor to remove an FSE from the Government facility if the FSE is not performing in accordance with contract requirements. If subcontractor(s) are used, they shall be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. 11.3. GUARANTEE/WARRANTY: In addition to 852.246-70, the Contractor warrants that the system will be free from defects from materials and workmanship under normal use for a period of not less than ninety (90) calendar days for the analytics solution/system and three (3) years for equipment defined herein. This shall include all equipment, software, upgrades or updates, and system components furnished and installed under this contract. Contractor will replace or repair the analytic solution/equipment if necessary to the satisfaction of the Government during the entire warranty period without any cost to the government. Special Note: The services defined in Line Item 7 shall not commence until receipt of authorization by the Contracting Officer. Periods of performance for all option renewal periods will be adjusted accordingly based upon the actual date of final acceptance of the Analytics Solution by the government as defined herein. 11.4. PRE-WORK ORIENTATION. Contractors' employees shall attend a brief pre-work, meeting either face to face or by phone to cover relevant topics including but not limited to the scope of work and safety issues. 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. The Contractor shall be responsible to ensure Contractors' and Sub-contractors' employees providing work on this contract are fully trained and competent to perform the required work. 11.5. UNAUTHORIZED USE OF GOVERNMENT EQUIPMENT. The Contractor shall not allow his/her employees, including Subcontractors' employees, to open desk drawers, cabinets, or to use office equipment, including the use of non-pay telephones for any purpose other than a local emergency call. The Contractor shall be responsible to provide all necessary equipment, tools, parts, and materials to perform the work. The Government shall not be obligated to provide any equipment, tools, parts, and materials to assist the Contractor in performing the work. 11.6. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS (For any onsite services): 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 shall wear a company uniform identified with the company name and/or logo. Uniforms shall 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 shall 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 shall 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 may be required to sign in and out each day at a designated location. 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.
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D -- Document Storage System-interface for CIS and ARK - Attachment