SOURCES SOUGHT
D -- Emergency Department Information System
- Notice Date
- 5/25/2016
- Notice Type
- Sources Sought
- NAICS
- 511210
— Software Publishers
- Contracting Office
- Department of the Army, U.S. Army Medical Command, Center for Health Care Contracting, ATTN: MCAA C BLDG 4197, 2107 17TH Street, Fort Sam Houston, Texas, 78234-5015
- ZIP Code
- 78234-5015
- Solicitation Number
- W81K04-16-R-EDIS
- Archive Date
- 6/16/2016
- Point of Contact
- Dawn E. Simington, Phone: 2102213154, Yesenia C. Rodriguez, Phone: 2102214179
- E-Mail Address
-
dawn.e.simington.civ@mail.mil, yesenia.c.rodriguez2.civ@mail.mil
(dawn.e.simington.civ@mail.mil, yesenia.c.rodriguez2.civ@mail.mil)
- Small Business Set-Aside
- N/A
- Description
- THIS IS A REQUEST FOR INFORMATION (RFI) ONLY; it is not a Solicitation (i.e. Request for Proposal, Request for Quotation, or Invitation for Bids) or an indication that the Health Readiness Contracting Office (Provisional) (HRCO(P)) will contract for the supplies contained in the RFI. This RFI is part of a Government market research effort to determine the scope of industry capabilities and interest and will be treated as information only. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responses to this RFI are strictly voluntary and the Government will not pay respondents for information provided in response to this RFI. Responses to this RFI will not be returned and respondents will not be notified of the result of the review. If a competitive solicitation is issued, it will be announced on the Federal Business Opportunities website http://www.fbo.gov at a later date, and all interested parties must respond to that Solicitation announcement separately from any response to this announcement. This RFI does not restrict the Government's acquisition approach on a future Solicitation. RESPONSES: Respondents to this RFI are to describe their interest and ability to perform the requirements summarized within the attached Draft Statement of Work. Responses are to contain (1) company name, (2) CAGE code, (3) business size pursuant to NAICS code 511210 (size standard $38.5 million), (4) mailing address, (5) primary point of contact information, to include telephone number and email address. Responses should be formatted as either MS Word (.doc) or Adobe Portable Document Format (.pdf) and should be limited to a maximum of two (2) pages. Proprietary/Competition Sensitive information (appropriately marked) will be protected from disclosure to the greatest extent practical, however it is preferred that respondents do not provide proprietary or otherwise restricted responses. No faxes, courier delivered, or telephone inquiries/submissions will be accepted. All interested vendors should respond in accordance with the above paragraph, please include GSA contract number if applicable. Responses should be submitted to Dawn Simington, Contract Specialist at dawn.e.simington.civ@mail.mil no later than 4:00 PM CST, June 1, 2016. DESCRIPTION OF REQUIREMENT: The Contractor shall provide qualified personnel, services, materials, equipment and supplies necessary to configure, install, update, and manage an emergency department information system capable of capturing critical data and providing real-time access to information throughout the entire emergency department (ED) and across each facility within the Continental United States (CONUS) and outside of the Continental United States (OCONUS). General System Capabilities: The system shall include physician documentation with discharge planning and prescription writing capabilities. The system shall include a wide range of pre-defined templates that include, but are not limited to, history, exam, course and diagnosis/discharge information that will allow physicians to fully document patient and treatment information. The system shall be capable of easily switching between physician and nursing documentation. The system shall be capable of identifying and notifying of drug/drug and drug/allergy interactions. The system shall be capable of providing prescriptions, work/school releases, medical decision making, clinical decision support, and discharge instructions. The system shall include a nursing documentation function. The system shall be able to document patient's acuity, including simple assessments as well as complete full-body assessments with a comprehensive progress note. The system shall be able to date and time- stamp each nurse entry with the appropriate signature. The system shall include a comprehensive patient tracking capability. The system shall be able to track all patients in the ED and present a visual overview of all ED patients and their statuses from arrival to discharge. Patient information shall be updated in real-time for patient safety, timely interventions, and critical patient throughput metrics. The patient tracking capability shall include customizable time interval and status alert options, including length of stay, non-resulted orders, changing vitals, or other parameters required for efficient care. The system shall be capable of computerized physician order entry (CPOE). The CPOE shall be capable of placing orders for lab, radiology, medications, and consults. The CPOE shall allow clinicians to create orders, check for drug/drug and drug/allergy interactions, electronically send orders, and record order statuses. The system shall include an emergency back-up documentation system that can support files and save documentation in cases of emergency downtime. The system shall have at least Stage 1 certification for Meaningful Use by an Office of the National Coordinator (ONC) authorized certification body (ACB) for a modular electronic health record (EHR). Specific System Requirements: The system shall include page forward and page backward functions for multi-page screens (data entry and display), and shall be viewable without horizontal scrolling on standard monitors. The system shall have a user interface that will provide a patient summary with a point in time snapshot of all exams, notes, and treatments with dates. The system shall preserve the view of the patient record at the date and time the provider signed the encounter, including treatment notes, graphics, and text display. The system shall have definable fields throughout the application that are fully reportable. For example, the system allows customizable fields to store additional attributes such as readiness status of fitness for military deployment. The system shall include drop-down menus for data entry, progress notes, treatment plans with spell-check and choices displayed alphabetically or most frequently used. The user interface shall provide the ability to see the patient's documents and the chart on one screen. The system shall include buttons and jumps to advance from one part of a patient's file to another while retaining current patient when inside patient record. The system shall include tabs or special rapid access markings of the screens/pages available for ease of locating information. The system shall include data entry screens for all applications accessed via functionally grouped menus and submenus. The system shall include an automated medical history form which shall populate medical alerts including allergies, medications, and medical conditions from defined medical history form templates, and capture digital signatures as necessary. The system shall lock records during use in order to prevent simultaneous modification by more than one person. The system shall display the name of the user who has write access in the patient record. The system shall be able to print entire chart or a range of encounters with one or two commands for portability or legal review. Each page of the printed encounter shall include patient name and identifier information. The system shall be able to automatically create a standard file type (pdf, rtf, or doc) upon encounter completion. The system shall be able to archive records. The system shall support patient searches by a number of criteria including name, patient identifier, and other demographic data. The system shall support merging charts for the same patient with multiple charts. This function shall be available to authorized users without programming assistance. The system shall prevent duplication of social security or other unique patient identifier numbers. The system shall produce patient profile including demographics and nearest relative/emergency contact. The system shall be capable of sending reminders to patients via email or automated telephonic patient reminders. The system shall be able to send information after discharge. The system shall allow providers to document diagnostic codes based on industry standards such as World Health Organization's International Classification of Disease codes or American Association Systematized Nomenclature of Medicine-Clinical Terms (SNOMED CT). The system shall support appropriate utilization of such codes with embedded coding algorithms. The system shall include a comprehensive display of treatments completed as well as planned treatments. The system shall track all planned and performed procedures and be capable of producing associated reports. The system shall provide an integrated means of patient education. The system shall be able to create templates with treatment plans and chart notes that allow charting by exception to minimize typing. The system shall support co-signature of encounters. The system shall support documentation of vital signs (e.g. blood pressure). The system shall be capable of supporting Electronic Signature from the certificate on a Department of Defense (DoD) Common Access Card (CAC). The system shall be capable of maintaining all statistics and reports available by location of treatment, provider, or combination thereof. The system shall be capable of quantifying the number of active patients. Data shall be available via role based access level. The system shall be able to sort by date/time stamps to organize patient encounters. The system shall meet Joint Commission (JC) requirements for medication reconciliation between health records. The system shall meet JC standards dual patient identifiers to prevent clinical errors. The system shall meet JC standards for authentication and authorization when logging on to the system. The system shall meet JC standards for medication abbreviations and prevents users from entering these abbreviations. The system shall be HIPAA and JC compliant for security and privacy, with well-documented backup and restoration procedures. The system shall provide support for uniquely identifying patients when there are patients with similar names and who are at risk for medication administration errors. The system shall be capable of running the application on thin client technologies (e.g. GUI runs in a browser). The system shall be capable of operating in a web based connected mode. The system shall be able to run off of a "local host" in a disconnected mode. System shall allow for customized and ad hoc report generation including user-specific scheduling reports, treatment needs reports, workload reports, and readiness reports at various levels of the organization to include corporate, command, and clinic levels. The system shall allow a user to save their customized reports in a variety of standard formats, including PDF and XLS. System shall provide for syntactic interoperability (communicating and exchanging data with external systems) and semantic interoperability (utilize national standardized canonical information model), utilizing HL7 compliant XML. System shall be capable of operating in a stand-alone remote version that, with a known population, can operate for extended periods of time at sea or during deployments until such time as the remote program is reconnected to the central server for synchronization. When connectivity is available in remote locations, system shall synchronize minimally at least once per day. The system shall support rapid entry of examination data. The system shall allow an authorized user to document exams to include text and graphic charting entries. The system shall support management of patients in DOD-specific special categories such as Sensitive duty program management, such as personnel reliability program (PRP), Presidential support, special compartmentalized information (SCI), and rated personnel. System shall allow customized attributes to be highlighted or flagged for patients with special conditions or patients in special categories such as dialysis, transplant, and MRSA. System shall be capable of logging system events and user actions (e.g. audit trail). The system shall be capable of tracking who opens, views, modifies appointments and encounters, and when the appointment and encounter was viewed and modified. Audit report shall include user name, date and time. System shall have the capability to be managed remotely, such as: shut down and start up, query for status in accordance with DoD security policies. System shall support importing and storing of external images and artifacts such as scanned documents. The system shall have the capability to ingest non-text information (e.g. images, movies, sound files) and incorporate it into the medical record System shall be capable of being upgraded if future capabilities are developed. System shall remain current with Emergency Department standard of care practice patterns, with appropriate clinical decision support tools at no additional cost to the government without requiring functional input from DOD staff members. System shall support upgrades without requiring changes to the operational data. System shall be restorable from backup within 24 hours in a connected mode. System shall be restorable from local backup in a disconnected mode. The system shall provide a mechanism to restore data to the system following resumption of normal services. System shall support DoD PKI Common Access Card (CAC) user authentication and log on. System shall be capable of operating on mobile devices (e.g. laptop, tablet). System shall support previous session state recoverability (e.g. automatic bookmarking). The system shall be capable of auto populating into the current screen/module demographics, medication, and patients past medical, surgical, obstetrical, allergy, family, immunization, pediatric, and social history, as appropriate, when an authorized user has entered and confirmed selection of a patient. The system shall support real time medication interactions and allergies checks with alerts in the event that an interaction/allergy has been triggered. The system shall provide assistive weight-based calculations and checks to help mitigate medication dosing errors. The system shall be capable of notifying, without further manual intervention, a Primary Care Manager (PCM) that his/her patient has been seen and dispositioned from the ED. The system shall be capable of automated notification to pharmacy when medications requiring their intervention for dispensing are ordered. The system shall be capable of providing warnings on tracking boards when patient parameters (e.g. vital signs or lab results) return abnormal. The system shall support automated evidence-based medicine prompting based on History& Physical (H&P), studies, risk factors, differential diagnosis, etc. as indicated to recommend appropriate clinical pathways/guidelines. If a patient is admitted from the ED/Fast Track to an inpatient facility, the system shall be capable of providing automated transfer of all clinical data from the ED/Fast Track to the inpatient medical record. The system shall provide a multidisciplinary mechanism with supporting charting to follow-up and provide aggregated reporting on high risk patients. The system shall allow the user to easily review prior versions of a note. Discharge planning shall accommodate the following Dispositions: (1) AMA, (2) elopements, (3) death, (4) transfers, (5) discharges, (6) left without being seen patients, and (7) patients triaged to other clinics. The system shall be capable of generating either paper or electronic medication prescription that the patient can take or have transmitted to a civilian (non-MTF) pharmacy to have filled. The system shall be able to identify immunization rules specific to deployment status. The system shall provide the capability for a user to readily identify his or her stored incomplete records and to determine, for each such record, what documentation needs to be completed. The system shall support the documentation of confinement physicals. The system shall provide an alert prior to patient transfer or discharge regarding treatments/interventions without nursing reassessments documented or with abnormal vitals. The system shall automatically link current visits to prior visits (active or archived). The system shall be capable of automatically importing both final and wet (preliminary) reads provided by radiology. The system shall include charting tools capable of handling pediatric, adult, and geriatric patients. The system shall be capable of automated transcription/migration of orders into legacy and support systems in order to minimize errors induced by human transcription of orders from one electronic system into another. The system shall be capable of displaying order status, e.g. ordered, acknowledged, pending, in transport, completed, etc. and shall be clearly and easily visible to all system users and have a role base support. The system shall provide a multidisciplinary mechanism with supporting charting to follow-up and provide aggregated reporting on high risk patients. The system shall provide dashboards/reports for tracking the time to consult and patient disposition along with all associated recommendations and outcomes. The system shall provide departmental staff with automated real time departmental metrics including industry standards, those published by the American College of Emergency Medicine, those published by the Joint Commission, or others specified by the Army. These shall be exportable in standard format (e.g. xls) with user defined parameters. The system shall provide departmental staff with automated real time departmental load metrics to help optimize ED staffing and protocols (i.e. abbreviated admissions processes, etc.) to facilitate patient flow at high volume times. The system shall provide for the ability to identify and track special categories such as "Command Interest," "Wounded Warrior," etc. patients. The system shall provide reports to hospital administration on impact of emergency services provided upon local command readiness. The system shall include a tracking board that provides an administrative view capable of retrospective viewing of ED (including Triage, Waiting Room, and Urgent/Fast Track) status at prior points in time. The tracking boards shall be capable of updating information without requiring invocation of other notes or windows. Lab Results: The system shall support automated Callback mechanisms to assure patients are informed of changes in management warranted by positive cultures and other late lab results. The system shall provide the capability to import (via interface) data from the following medical devices: (1) vital signs equipment (temperature, pulse/heart rate, and pulse oximeter), (2) visual acuity, (3) accucheck, (4) EKG monitor/12 lead EKG machine, and (5) Point of Care Testing Devices (e.g. iStat Labs) The system shall be able to provide paper and electronic copies at the time of discharge to accompany patients. The system shall provide for anonymous patient registration, in the event of a Very Important Person (VIP), Domestic Violence (DV), assault case, etc. The system shall provide for automated or manual update for the John and Jane Doe charts when the patient's identity is determined. The system shall be capable of providing for an off-site back-up of the system to mitigate against a catastrophic local event. Enhancing System Characteristics: The system should be capable of auto-populating progress notes with prescriptions entered in the drug database using the EHR standards (e.g. HL7 messaging). The patient profile should be able to include patient photo. The system should be able to transmit treatment plans electronically to third party carriers and civilian providers in private sector care for consultation or treatment. The system should be able to create treatment completion reports and user defined outcome measures such as number of patients fit for deployment and number of patients treated per military clinic code. The system should be capable of utilizing voice recognition, voice activated software to record exam findings. The system should support free hand drawing on an imported image. The system should support free hand drawing whiteboard (e.g. for anatomical drawings). The system should support Telephone Consultation. The system should use practice-defined criteria of "active" in regards to "active" patients. The system should a support user defined printer dialog box. Entry of examination data should be capable of being accomplished within 6 minutes at least 80% of the time. The system should provide for wrist bands with different colors to highlight allergies and falls risks. The system should support capture and incorporation of patient and Medical Staff signatures at the Point of Care. The system should support the use of bar code technology to support inventory tracking with alerts for resupply issues. The system should support the use of bar code technology to track laboratory specimens. The system should support the use of bar code technology to identify patients for radiography studies, medication administration, laboratory pulls. The system should be capable of interfacing with external systems (e.g. Defense Enrollment Eligibility Reporting System) that automatically populates user defined customizable fields and updates the data in recurring time periods. The system should be capable of interfacing with external systems that automatically feed user defined customized data fields (e.g. readiness data must be exported to Service-specific readiness reporting systems). The system should be capable of supporting availability through an Application Service Provider (ASP) option. The system should run on an open architecture which is compliant with service oriented architecture (SOA) in a non-proprietary manner. The system should expose system data and functionality via a web service in accordance with the Global Information Grid (GIG) / Net Centric Enterprise Services (NCES) DoD policies. The system should be capable of generating the standard forms as required by the Army for either returning an individual to full duty status or placing them upon a restricted status (i.e. grounding an aviator, being placed sick in quarters, etc.) The system should be capable of providing a mass casualty module with registration capability for the event of overwhelming patient volumes. Installation and Support: The contractor shall install the contractor provided EDIS software onto a government owned server. The contractor shall provide on-site technical support during the installation and implementation of the system. The contractor shall provide remote technical support twenty four (24) hours a day, seven (7) days a week. The contractor shall provide content upgrades to all licensed modules, when necessary. The Contractor shall provide initial on-site end-user comprehensive training, education, and consultation within 30 days prior to site specific Go Live date. The contractor shall provide a complete coder's workshop for coders and billing groups within 30 days prior to the site specific Go Live date. The contractor shall provide a complete provider coding work shop within 30 days prior to the site specific Go Live date. The Contractor shall provide sustainment training on all features of the system. Training may be through video, on site tutorials, or in combinations. The contractor shall attend the post award conference within 14 days of contract award. The contractor shall within 60 days of contract award, review MEDCOM provided interface requirements. The contractor shall agree in writing to interface requirements and deliverable for go live for date specified by MEDCOM for each activity. The contractor shall configure software and patient parameters specific to each facility, while maintaining compliance with enterprise-wide standard parameters. The contractor shall install and configure a Computer Provider Order Enterer (CPOE) Module(s) that has the capability to fully respond to interfaced systems no later than the Go Live dates listed for each site in Exhibit A. The contractor shall provide a contingency capability, such as paper templates, in case of system or infrastructure non-availability, that mirrors system workflow as much as practicable. The Contractor shall comply with Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d). Specifically, the procurement, development, maintenance, or integration of electronic and information technology (EIT) under this contract must comply with the applicable accessibility standards issued by the Architectural and Transportation Barriers Compliance Board at CFR part 1194. QUESTIONS FOR INDUSTRY: The Government desires that respondents offer their experience and recommendations on the following questions related to the requirement. (1) Does your company currently provide a product or similar product based on the characteristics above to organizations within the commercial market? Identify and describe the product. (2) Does your company currently provide a product or similar product based on the characteristics above to organizations within Federal Government? Identify and describe the product. (3) Does your company have a current GSA schedule for a product or similar product based on the characteristics above? If so, what is the GSA contract number, expiration date, and order limitations? (4) What innovative approaches are used by your company? (5) What clinical decision support tools are integral to your product? (6) Can your product work in both a virtualized and non-virtualized environment? (7) What standard commercial/enterprise metrics are captured by your product, and how are they captured? (8) What elements of your product are configurable? (9) How do you manage ED discharge instructions? (10) Is the ED module able to be deployed independently? (11) How is data placed into the full EHR? Manual workflow, interface? Please be specific. (12) What interface standards do you support? (13) What is the largest and smallest site using your product today? (14) What are the initial and ongoing training requirements of your product? (15) What is your pricing structure based upon (users, encounters, sites, workstations)? (16) Historically, what has been the typical timeframe from receipt of order to go live for the ED system? (17) If the Government were to publish a formal solicitation, do you anticipate any challenges preparing a competitive price proposal to provide a similar product based on the characteristics above? Do you anticipate any perceived barriers to competition? POINTS OF CONTACT: Dawn E. Simington, Contract Specialist, 210-221-3154, dawn.e.simington.civ@mail.mil and Yesenia C. Rodriguez, Contracting Officer, 210-221-4179, yesenia.c.rodriguez2.civ@mail.mil.
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