SOURCES SOUGHT
58 -- CLINICAL COMMUNICATIONS ALARM SYSTEM VA MEDICAL CENTER ASHEVILLE, NC
- Notice Date
- 6/20/2017
- Notice Type
- Synopsis
- NAICS
- 541519
— Other Computer Related Services
- Contracting Office
- Department of Veterans Affairs;Network Contracting Office 6;100 Emancipation Drive;Hampton VA 23667
- ZIP Code
- 23667
- Solicitation Number
- VA24617Q1344
- Response Due
- 6/27/2017
- Archive Date
- 10/4/2017
- Point of Contact
- 757-728-3120
- Small Business Set-Aside
- N/A
- Description
- The Department of Veterans Affairs Medical Center (VAMC) at Asheville, North Carolina, has a need for a Clinical Communications Alarm system. The NAICS code for this requirement is 541519; size standard is $27.5m. This is not a request for bids, quotes, or proposals. This is a SOURCES SOUGHT announcement only. The purpose of this notice is to conduct market research and obtain information from qualified businesses. The responses to this announcement will assist in determining the socio-economic set aside if feasible. The Department of Veterans Affairs is required by Public Law 109-461 to give first priority to SDVOSB and VOSB concerns if there should be sufficient firms available to compete under a set aside. If insufficient veteran owned and small business response is received to establish the basis for setting this action aside for other than large business participation, then the action will be advertised as full and open competition, in which case, all interested parties responding shall be eligible to quote should the requirement go to solicitation. Sources for the Clinical Communications Alarm System are being sought; a draft Statement of Work is noted below, subject to change: DRAFT Statement of Work Clinical Communications Alarm System Charles George VA Medical Center Asheville, North Carolina PROJECT OVERVIEW The Joint Commission s 2016 Hospital National Patient Safety Goal (NPSG.06.01.01) states hospitals are to continuously make improvements to ensure that alarms on medical equipment are heard and responded to on time. At the Charles George VAMC, secondary alarms are utilized to assist clinical staff when dealing with alarms. However, the current equipment does not meet the functional needs required by clinical staff to provide the highest level of care possible to our veteran population. Additionally, clinical alarm fatigue is an identified patient safety risk at the Asheville facility. Expanding alarm management tools to include data aggregation and more comprehensive secondary alarms and notifications will help the clinical staff create and enforce alarm management policies. The Charles George VAMC requires this Clinical Communications System to be secure, scalable, efficient, future-proof, and interconnected communications architecture for provider use. This Statement of Work defines the services required of the Contractor. Each of the parties responsibilities is defined to provide a clear understanding of the scope of the installation. SCOPE The contractor shall be responsible for the design, delivery and installation of a turnkey facility-wide clinical alarm and notification system for the Charles George VAMC in Asheville, NC. DELIVERABLES Design, integrate, configure, test, train and fully implement a solution including the hardware, middleware, and software necessary to interconnect the Veterans Health Information Systems and Technology Architecture (VistA) / Computerized Patient Record System (CPRS) health information system with various FIPS 140-2-compliant wireless phones and other smart mobile devices and standalone medical support systems at the Charles George VAMC. This will provide staff with the capability to share data, alerts, and notes among the existing Nurse Call system, VistA, the existing Bed Management System, Private Branch Exchange (PBX) phone system, and other disparate data systems. The solution may take advantage of the facility s existing IEEE 802.11-compliant wall-to-wall wifi network. Execute all project planning, coordination, design, configuration, equipment staging, installation, integration of services and equipment, and end-user support and training with complete responsibility for delivering an overall integrated order alarm and infrastructure system. Provide clinical workflow analysis, design, and offer recommendations that drive optimization of clinical business practices associated with deploying a consolidated order alarm and infrastructure system. Assess the current workflow and goals for the specific teams involved in the implementation, plan and execute programming to accomplish the workflows determined, implement a compatible call management system including appropriate connectivity for the proposed solution, integration into existing and development of new work flows, provide and program wireless devices phones, deploy and program middleware and hardware, ensure adequate connectivity for proper operation of the system in all clinical areas, integrate this with existing support systems already deployed, train the initial cadre of users, and provide documentation for users and onsite support personnel. Implement a mobile smart device solution for use by most staff. This solution shall use the facility s existing secure 802.11 (wifi) network for transport and include FIPS 140-2 compliant handheld devices capable of multiline, full color alphanumeric displays to receive and acknowledge alerts managed by the middleware as well as voice-over-IP telecommunications while within range of the facility wifi network. The end-user devices shall be treated as commodities (i.e. be easily sharable among users and not store user data locally), not store any personally identifying information (PII) or personal health information (PHI), and be easily transferred among authenticated users (such as with a login prompt). The devices themselves shall be specified as a standalone CLIN in the proposal to facilitate cost comparisons with other offerors. Any proposed technically acceptable devices will be assessed by the Government for ease of use, user acceptance issues, ease of maintenance, and lifetime cost. Include all services, hardware, software, and infrastructure necessary for the proposed end-to-end solution at each affected site. The contractor shall be provided floor maps, existing wireless connectivity surveys, and the opportunity to evaluate the site for connectivity availability and to propose adequate solutions. Figure 1: Notional Architecture (not authoritative; proposed concept) TECHNICAL REQUIREMENTS Middleware Contractor shall propose implementation of the a middleware hardware and software system that will provide clinical staff with real time visibility of context-rich patient and event data from VistA, integrated alert and call systems, and mobile devices. The alerts delivered to the wireless phones shall include information pertinent to the alert, such as the affected patients name and primary diagnosis (extracted from VistA based on the location of the alert or alerting system). The system must read and write patient data from VistA as needed, extracting context data from the patient s health record to improve the quality of alerts and annotating the record with timestamped alert information (including the nature of the alert, when it was acknowledged by staff, escalations or redirections, and the identity of the staff responder). At a minimum the proposed middleware system shall possess the following capabilities. Support all standard Charles George VAMC codes, pull cord and standard voice alerts, including any received from bedside microphones or staff phone calls delivered by the existing call manager (PBX). Differentiate between different alert systems and transmit context appropriate to the alerting system (i.e. caller ID for telephone or analog sources and location information and patient information for push-button alerts). Distinguishes between routine or emergency calls and allows different audio and visual cues to be assigned. Facilitate role-based escalation of alerts among all device types Provide secure messaging capabilities, including the ability to accept, escalate, auto escalate, and view additional information. The solution shall support ninety six (96) beds. The solution should include facility--wide licensing to provide the Charles George VAMC the ability to expand the solution as the hospital expands in the future. The middleware system shall be accessed on devices via an application. This may be a desktop application, web-based application, or mobile application. No Protected Health Information shall reside on devices used to access the middleware system. All alarm or patient information shall be stored on a local server installed in the Charles George VAMC data center. Modalities/Workflows to be included: Wireless Nurse Call Notifications with patient context: Deliver alerts directly to the Wireless devices/phones providing the nurse or clinician the option to respond to the patient need immediately which will increase Staff Efficiency and Patient Satisfaction. Shall have ability to accept, escalate, auto escalate, and view additional information. Shall integrate with the existing EZcare VITAL Touch Nurse Call System. Alert types, i.e. NORMAL Calls, Staff Assists, CODE BLUEs, etc. Caregiver Patient Callback (direct clinician to patient communication) Patient Monitoring: Deliver physiological monitoring alerts to nurse. Must have ability to accept, escalate, auto escalate, and view additional information. Must include ability to view live patient waveforms. Must be able to integrate with the existing GE Patient Monitoring. Code and Rapid Response Team Alerts: Deliver and alert to the specific Code or Rapid Response Team with Accept, Escalate, and Two-way closed loop communication. Must have ability to accept, escalate, auto escalate, and view additional information. PRN Effectiveness Follow-up Reminders: Deliver an automatic follow-up reminder to the assigned nurse to increase Staff Efficiency and Patient Safety. Must have ability to accept, escalate, auto escalate, and view additional information. For future expansion, the middleware must be compatible with the following workflows: STAT/NOW Order Alerts: Deliver VistA/CPRS alert to the assigned Nurse notifying them that a STAT Order has been placed to increase Staff Efficiency and Patient Safety. Must have ability to accept, escalate, auto escalate, and view additional information. Critical Lab and Test Results Alerts: Deliver alert to physician with the option to accept, forward, or be reminded again in a user defined timeframe to increase Staff Efficiency and Patient Safety. Must have ability to accept, escalate, auto escalate, and view additional information. PACT Appointment Reminder, Patient Check-in, and Room Assignment Notifications: Deliver notification to care team and Veteran to increase Efficiency and Patient Satisfaction. Must have ability to accept, escalate, auto escalate, and view additional information. Critical Patient Monitoring and Telemetry Alarms with False Positive Validation: Deliver an alert to the Tele tech who validates, then sends to nurse to reduce alarm fatigue. Must have ability to accept, escalate, auto escalate, and view additional information. Must include the ability to view waveforms. Pre-discharge and Real-Time Discharge Notifications: Deliver pre-discharge and/or real-time discharge notification to Med, Transport, EVS, Dietary, Nurse, and MD teams. Must have ability to accept, escalate, auto escalate, and view additional information. Fire Alarm Contextual Notifications: Deliver Fire Alarm notification with building, floor, and room information. I.E. Fire Alarm Bld46 Room 422. Must have ability to accept, escalate, auto escalate, and view additional information. Report Available Notification with report context: Deliver notification to MD's that specific reports are available so they do not have to log in/out to check. Must have ability to accept, escalate, auto escalate, and view additional information. Temperature Monitoring Alerts: Deliver status of temperature from existing TempTrak temperature monitoring system to appropriate staff with ability to accept, escalate, auto-escalate, and view additional information. Must have ability to accept, escalate, auto escalate, and view additional information. Call Manager The contractor shall propose a call management solution compatible with either the existing Cisco Call Manager infrastructure currently deployed across VISN 6 or the facility s local IP PBX. Desktop phones are intended as part of the escalation workflow, and the PBX may provide calling services for the mobile phones. The solution should be deployed in a redundant Publisher/Subscriber configuration to provide failover. All applicable licensing should be included with the proposed configuration Mobile Devices The contractor shall include hardware, software and enterprise-licensing for 100 users at the Charles George VAMC, including FIPS 140-2 compliant hand-held mobile devices. alert software, voice mailbox (possibly on the NEC PBX), and Instant Messenger/Softphone applications for optional use. All included licensing should accommodate the proposed architecture, including maintenance and subscriptions as necessary to allow access to releases of new software versions, as well as any major release updates, during the term of coverage for no additional cost. The mobile device solution shall be brand name or equivalent to the Zebra MC40 handheld device. The quoted device(s) shall be one that is approved under the Department of Veterans Affairs Office of Information & Technology Technical Reference Model (OI&T TRM). The contractor shall design, plan, install, and configure the required wireless connectivity to ensure the proper operation of the Clinical Communications System in all clinical areas. Considerations shall include VA design guidelines and security and functionality requirements for Network Redundancy, Quality of Service (QOS), local area network (LAN) configuration, virtual local area network (VLAN) Design, Switch Design, Service Set Identifier (SSID) Security, Guest Access, Login Policies/ Passwords, Remote Authentication Dial In User Service (RADIUS) Access Control System (ACS) configuration, Logical Topology & Design, Internet Protocol (IP) Scheme, Power & Environment, Client Roaming, Band Allocation, Load Balancing, Client Types vs. Frequencies and Modulation, and Reporting. The contractor shall develop a migration plan by working with the Charles George VAMC s clinical informatics team to develop a plan that shall cause the least impact to users when migrating to the new enterprise communications system. The contractor shall install main data center and closet equipment in the appropriate locations, configure and enable the necessary features on servers and management software, if necessary. Integrated System Requirements The contractor shall integrate with the following systems and work with the listed vendors below in order to configure the appropriate connections with the middleware software. EZ Care VITAL Touch Nurse Call System managed by Simplex Grinnell Enable automated order notifications and messaging for staff based on facility-defined events in the clinical workflow (e.g., various patient call lights, bed needs cleaned/bed ready, Effectiveness Reminders, and patient location notifications, etc.) Leverage existing IT and infrastructure investments and identify opportunities to optimize future investments related to clinical workflow-enablement technologies (i.e., solution must provide a platform, or interoperate with the facility s existing platforms, to integrate with future capabilities such as way-finding, real-time location services (RTLS), etc.) Conduct clinical design sessions as necessary to propose an automatable workflow and provide initial on-site training (length and content to be proposed by Contractor) to users during deployment. Provide recorded or offline training materials for use in training staff after deployment. Contractor shall work with existing nurse call distributor, Simplex Grinnell, to configure the alarm data output connection. Contractor shall provide all necessary hardware, software and licensing required to connect the nurse call to the middleware software. GE Patient Monitoring Contractor shall work with existing patient monitoring vendor, Philips, to configure alarm data output connection to communicate with middleware software. This TCP/IP connection will be configured to use the HL7 protocol. Contractor shall coordinate with Philips Healthcare, and provide equipment, installation and configuration of required components including, but not limited to the mobility gateway, additional hardware, software, and licensing. VistA/CPRS Contractor shall provide necessary hardware and software required to create an HL7 link between middleware and VistA. This integration shall include an inbound interface from VistA, send messages, and automatically document the alert and response in the patient s electronic health record. All currently-active VistA/CPRS alerts (http://www.ehealth.va.gov/docs/VistA_Monograph.pdf) shall be supported. Hardware Contractor shall provide all hardware necessary to make the solution functional including, but not limited to, application servers, backup servers, call manager servers, mobile devices and charging devices. The mobile device solution shall be brand name or equivalent to the Zebra MC40 handheld device. The quoted device(s) shall be one that is approved under the Department of Veterans Affairs Office of Information & Technology Technical Reference Model (OI&T TRM). Devices other than the Zebra MC40 may be quoted as outlined in paragraphs 3.2.3 and 3.2.4. If the contractor is providing the Zebra MC40, the contractor shall quote should be at minimum 550 Zebra MC40 mobile devices. Additional accessories to be included are 400 spare MC40 batteries, 35 8-bay battery only charging stations, 30 4-bay battery only charging stations, and at least 100 micro USB to USB cable and 100 USB power adapters. If OI&T TRM approvals are not secured for the MC40 at the time of award, the proposal shall utilize other FIPS 140.2 compliant mobile devices. Known acceptable handheld devices include but are not limited to iOS 9 devices such as an iPhone. iPhone devices must not have a sim card (e.g. Verizon, Sprint, or T-Mobile wireless network access). For this solution, the quote should contain at minimum 550 devices. Additional accessories required are 400 spare batteries, 35 8-bay battery only charging stations, 30 4-bay battery only charging stations, and at least 100 USB charging cables designed for the mobile device quoted and 100 USB power adapters. However, if the mobile devices quoted do not have an interchangeable battery, 1000 devices are required. Additional accessories for this solution are 35 8-bay phone charging stations utilizing cables, not fixed connectors, 30 4-bay phone charging stations utilizing cables not fixed connectors, and at least 100 USB charging cables designed for the mobile device quoted and 100 USB power adapters. Government owned OI&T devices shall be utilized as available, potentially decreasing the amount of devices required. If the number of devices required changes at the time of award, this will be communicated by the COR to the Contracting Officer. Device Messaging The contractor shall enable messaging services between mobile devices (regardless of type) and desktop computers System shall accommodate incoming secure messages Messages sent shall use a secure encrypted non-SMS delivery mechanism. No personal health information may reside on the end point devices Different sounds should be available for assignment depending on the nature of the notification Message templates must be configurable for emergency notification situations such as severe weather alerts. Access restrictions may be enabled such that only key users can send broadcast messages. Individual reply and group reply options shall be included. Non-voice nurse call alerting (pull-cords, code blue, etc.) may be accommodated by text messages to the defined mobile device group(s) if the system accommodates and tracks responder acknowledgements of the alerts. Only desired recipients will receive desired information on their devices. Solution Deployment & Support Contractor shall deploy the solution, to include end-user training, first week go-live support, follow up support (on-site and remote), capture/evaluation of metrics during the deployment, technical training for in-house staff, and support for at least (1) year. The contractor shall propose milestones dates for the following critical path elements at the facility. Discovery Assemble Project Team Schedule Internal Kick-Off Call Assess Project Readiness Initiate Conduct Kick-Off Call with Site Define System Endpoints involved Define high level project timeline Deliver appliances and license keys Design Clinical Workflow Assessment (onsite) Customize Project Plan Finalize Project Plan with site Deploy Appliance Installation Connectivity to the external systems established Application configuration Application testing (onsite) System Integration testing (onsite) User Acceptance Testing (onsite) Training (Onsite) Go-Live (Onsite) Closure Project Closure with site sign-off Post Implementation 30 Day Review 60 Day Review ASSUMPTIONS General Both parties will designate a single point of contact to whom all communications may be addressed and who has the authority to act on all aspects of the services. Government will provide confirmation of the scheduled activity to the contractor s Project Manager, before the contractor s team is dispatched. Government will provide reasonable access to all customer sites and facilities (both on and off the main VAMC campus), including where applicable, computer equipment, telecom equipment, facilities, workspace and telephone for the contractor s use during the project. Government will provide the naming schemes, IP addressing for devices if one exists. Government will maintain the manufacturer s hardware and/or software support and maintenance on all devices affected by this project once purchased. (i.e. Cisco SmartNet). Government will provide the contractor with all necessary information concerning any and all security considerations and the process to work within the present security. VA s Responsibilities Government will provide: Facility maps identifying clinical areas requiring coverage, detailed floor plans, and existing recent site surveys. Participation by nursing department to explain/define the current nursing workflow and patient care team. Availability of department leads/project managers that are affected by the solutions to participate in the implementation, planning, testing, and training of the solution. Ensure timely communications are maintained with key elements of the combined implementation team. Participate in the technical and operational debrief and evaluation of the process and solutions. Rack space and power required for each piece of equipment. Active Directory integration for middleware to obtain user and provider contact information with. Distinguished name for binding to directory Security Group containing users which are to be notified Contractor s Responsibilities The contractor shall assign resources and coordinate project team travel arrangements The contractor shall provide background investigations as required by VA for unescorted access to Charles George VAMC. The position sensitivity level of the work being performed is LOW (per guidance in VA Handbook 0710, Appendix A); contractors require a National Agency Check with Written Inquiries (NACI). Any contractor staff requiring access to the VA network shall complete required Privacy training and Rules of Behavior agreements in accordance with Charles George VAMC policy. If off-site staging is required, the contractor shall remain responsible for equipment until it reaches the Charles George VAMC. Onsite staging can be coordinated with the Government, who will accept responsibility for equipment received and signed for until installation. Deliverables Deliverables include: System design documentation satisfying the technical requirements in the Project Overview. A detailed, time-phased project plan, updated as significant changes occur, including annotation of the critical path. All required hardware, software, and licensing, including physical FIPS 140-2-compliant hand-held mobile devices, alert software, voice mailbox (possibly on the NEC PBX), and Instant Messenger/Softphone applications for optional use. A workflow design that optimizes business practices in order to maximize the utility of the middleware system s capabilities with the mobile devices. A migration plan that shall cause the least impact to users when migrating to the new facility- communications system. Clinical design sessions as necessary to propose an automatable workflow and provide initial on-site training (length and content to be proposed by Contractor) to users during deployment. Recorded or offline training materials for use in training staff after deployment. (End of DRAFT SOW) This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. All information submitted in response to this Sources Sought notice become property of the Government. Interested and capable respondents are requested to provide the information below. All responses to this notice shall include: company name, address, point of contact, phone number, DUNS number (www.dnb.com), list of available compatible products, the geographical location the respondent is able to service, and documentation of authorized distributor certification (if a brand name product is intended for offer should the requirement go to solicitation). (1) Business size (small or large business concern), and number of employees; (2) Type of small business a. Service Disabled Veteran Owned Small Business b. Veteran Owned Small Business c. Small Disadvantaged d. HubZone e. Woman Owned f. Small Business Responses to this notice should be emailed to the Contracting Officer at e-mail address: darla.hurlock@va.gov. Telephone responses will not be accepted. Responses must be received in writing no later than 8:00AM EDT, June 30, 2017. This notice is to assist the VA in determining sources only. All contractors interested in doing business with the Government must be registered in the System for Award Management (SAM) database. The website for registration is www.sam.gov. Service-Disabled Veteran-Owned Small Businesses and Veteran-Owned Small Businesses should also indicate whether the company is verified by the VA in the Vendor Information Pages (VIP) Database at www.vetbiz.gov. NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (20-JUN-2017); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
- Web Link
-
Link To Document
(https://www.fbo.gov/spg/VA/HaVAMC/VAMCCO80220/VA24617Q1344/listing.html)
- Place of Performance
- Address: VA MEDICAL CENTER (637);1100 TUNNEL ROAD;ASHEVILLE, NC
- Zip Code: 28805
- Country: USA
- Zip Code: 28805
- Record
- SN04550685-F 20170622/170620234258 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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