Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF SEPTEMBER 02, 2017 FBO #5762
DOCUMENT

70 -- ACT: LV27-PIMS / VA-17-116197 - Attachment

Notice Date

8/31/2017
 

Notice Type

Attachment
 

NAICS

541512 — Computer Systems Design Services
 

Contracting Office

Program Contracting Activity Central;Department of Veterans Affairs;Program Contracting Activity Central;6150 Oak Tree Blvd, Suite 300;Independence OH 44131
 

ZIP Code

44131
 

Solicitation Number

VA70117Q0205
 

Response Due

9/8/2017
 

Archive Date

11/7/2017
 

Point of Contact

Ron Shelko
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

General Conditions and Statement of Work LV27 Perioperative Information Managements System 2 | Page 1 | Page VA Eastern Colorado Health Care System Initial Outfitting & Transition General Conditions and Statement of Work LV27 Perioperative Information Management System Version 4 8/23/2017 Table of Contents 1. Introduction 3 2. Technical Requirements 3 2.1. JSN: U4210.S PIMS Software 3 2.2. JSN U4210.P Perioperative Management System (PIMS) Monitor 65" 7 2.3. JSN U4210.Q Perioperative Management System (PIMS) Monitor 48" 7 2.4. JSN U4210.R Perioperative Management System (PIMS) Monitor 36" 7 2.5. JSN M1801.MF Micro Form Factor Computer 8 2.6. Area Specific 8 3. Installation Requirements 9 3.1. Professional Services 9 Assembly and Installation 12 4. General Conditions 12 Delivery 12 Use of Premises 14 Protection of Property 15 5. Operations and Maintenance 16 6. Information / Security Requirements 16 Introduction Veteran Affairs Eastern Colorado Health Care System (VA ECHCS), Denver, CO., wishes to purchase LV27 Perioperative Information Management System (PIMS) which includes hardware and software applications for the Denver VAMC Replacement Facility, Aurora, CO. This system manages the workflow for ECHCS Interventional clinical operation (surgery, minor procedure, GI, IR, Bronchscopy, EP/Cath, etc). The purpose of the Perioperative Information Management System is to provide staff in procedure areas insight on the occupancy status of the operating rooms and procedure rooms, run analytical reports on clinical data, keep track of the rooms schedules, and perform various other tasks as outlined in this Request for Procurement (RFP). The system shall support 7 operating rooms and 13 other procedure rooms. The system shall support approximately 17,500 procedures per year. Procurement package LV27 shall be installed and configured by an authorized reseller vendor for the materials, software, equipment, services, supplies in response to this Request for Procurement (RFP). This is including any subsequent services required to assemble, install, integrate, warranty, and/or maintain the items in response to this RFP for the Denver VAMC Replacement Facility as described in the bid documents and specifications contained herein. This includes the prime and any sub-contractors. Any subsequent services required to assemble, install, integrate, configure, program, warranty, sustain and/or maintain new items in response to this RFP for the Denver Replacement Facility shall be defined in the vendor s response to this RFP. Technical Requirements JSN: U4210.S PIMS Software PIMS software scheduling requirements The vendor shall provide a single application and a single right-to-use term fee for all of the following salient requirements. The application shall display procedure reschedule and room changes via drag and drop either on a monitor or via web enabled workstation. Application shall have the ability to schedule, in real-time, clinical staff per procedure case. Application shall track and display staff and surgeon schedules via customizable drop down menu by name. Application shall have the ability to provide a schedule printout of PreOp, PostOp, and procedural staff including staff assignments. PIMS Software Report Requirements The application shall support room management/turnover and patient tracking reporting from admissions to discharge for Intervention workflow ( surgery, minor procedure, GI, IR, Bronchscopy, EP/Cath, etc). Application shall have the ability to produce real-time ad hoc dashboards and report, as well as multiple daily, monthly, and ad hoc reports. Application shall have the ability to produce a scheduled distribution of specified reports automatically. The application shall give the users the ability to run analytical reports, displaying various parameters such as total procedures performed, staff reports, and time from patient entry to discharge. PIMS Integration Requirements Application shall integrate with VA Active Directory and be PIV enabled. The application shall integrate with Vista OR scheduling and Vista Control. The system shall interface with Vista/CPRS for iMed Consent. The application shall have bi-directional integration with CPRS to track patient from check-in to discharge and to download patient demographics. The application shall integrate with department-specific modules in Vista, such as Surgery, Cardiology/Cath, Endoscopy GI, and Non-surgery procedures. Contractor shall collaborate with Stryker OR Integration system to ensure the PIMS application is appropriately display in the OR environment through the Stryker OR Integration monitor. All integration to Vista shall not required a 3rd party or middle software. PIMS Tracking Requirements The application surgical/procedural case tracking shall include management of the patient care states: arrival, registration, pre-op, holding, all procedure rooms, PACU, post-op, completed. PIMS Notification Requirements The application shall have the ability to text message the VOIP mobile handheld phones or the next staff member in line sequentially, alerting various end users such as housekeeping, PACU, and transport. Application shall have customizable surgeon alerts on the status monitor on patient Arrival, PreOp, Wheel Ins, and any Room Changes. Application shall include an electronic case Add-On notification alert/acknowledgement process. PIMS Software Display and User Interface Requirements Application shall display, on large monitors, the location of the patient, i.e. patient transported from ward, patient arrival and patient discharge from OR for family notification. Application shall have security on all functions controlled by user via role based keys. Application shall track and display Procedure Room Ready status. Application shall display patient infection status via icons/notation on schedule. Application shall include staff assignment including anesthesia, CRNA, circulator, surgeon, and scrub tech assigned to the patient. The application shall have a field to enter free text notes for circulator nurses in OR to view schedules. The application shall have the ability to display the SPD user-defined color-coded status and note entries on a large touch screen or web-enabled device. Display dashboard shall change icon colors that are user definable. For example, the user could define a color for countdown to case start time or housekeeping. The application shall be viewable via the facility s ARK workstations that are in the procedure rooms. However, the application shall NOT integrate with ARK. End user device application access shall only require a standard web browser with Java runtime enabled. The application shall view patients as assets to be tracked. The application shall track, but not limited to, patient arrival time, current location, procedure status, and staff assignments. The application shall display a timeline of user definable color-coded procedures for the current day, with the opportunity to view the previous day and next day. The application shall have a bed availability and assignment feature with pop up menu. The application shall have a way to display blood transfer status, either via manual input or from CPRS. Application shall include Anesthesia consult status field. Application shall display active room summary and options for text summary, roster, and staff assignment. The applications shall have the capacity to expand on each procedural detail via touching/clicking on each procedure. Application shall have a horizonal-based view with drag and drop procedure order/rooms and staff assignment. The application shall have the ability for the staff to drag and drop staff assignments that are user definable via color-coded tags on either a large touch screen or a web-enabled device. The application shall have an entry for staff notes for special assignments (float, inventory, etc.), but no patient information. PIMS Patient/Procedure Assignment & Tracking Requirements The application shall have the ability to track patient movement from the ward, transport, pre-op, all procedure rooms, PACU, transport, and back to the ward via the hospital s active RTLS system at a later future or manual input. As an option, OR/PACU staff will have the ability to display their locations either via RTLS or via manual input. The base of design RTLS system for VISN 19 VAMC is Centrak. Application shall display PACU patient tracking via large touch screen and/or web enabled devices. Application shall have the ability of concurrent tracking of the same patient with multiple procedures. Application shall have the ability to track PreOp/PostOp room including use for family location/consultation. Application shall track multiple staff assignment and relief (for patients) for the present day and next day. PIMS Application and Server Requirements The application shall automatically update upon end user input the procedure status on the notification dashboard. Application shall be Graphical User Interface (GUI) accessible by authorized user via standard browser accessing intranet page/web enabled device. The vendor shall supply a virtual servers to be placed on a government provided physical server. The vendor shall supply the licenses for Windows Server 2012R2 for use on the PIMS servers. The vendor shall supply a test server, along with a database server and report server. JSN U4210.P Perioperative Management System (PIMS) Monitor 65" 65 PIMS Monitor Requirements: Qty (9) Monitors with touchscreen overlay for Micro Form Factor Computer. Commercial and/or hospital grade quality JSN U4210.Q Perioperative Management System (PIMS) Monitor 48" 48 PIMS Monitor Requirements: QTY (4) Monitors with touchscreen overlay for Micro Form Factor Computer. Commercial and/or hospital grade quality JSN U4210.R Perioperative Management System (PIMS) Monitor 36" 36 PIMS Monitor Requirements: QTY (2) Monitors for displaying PIMS status only. Commercial and/or hospital grade quality JSN M1801.MF Micro Form Factor Computer MF requirements: Qt 15 MFF PC Shall have the capability to be wall mounted behind the monitor and secure to the wall. MFF computer shall have the capability to be imaged with VA Gold Image, once delivered and prior to being operational. The vendor shall supply minimal Windows 7, Window 10 prefer, on the MFF computers. The MFF shall be TAA Compliant and meet or exceed the following requirements: Processor: Intel Core i7-6700 Quad Core, 8MB 64 Bit Win7 Professional capable upgradable to Win10 pro Hard Drive: 256Gb SSD Network: Wired NIC 10/1000TX Video: 1080P Minimum resolution Intel Integrated Graphics HDMI/Video Port x 1 USB: Minimum 2 x 2.0 USB and 2 x 3.0 USB ports Area Specific Data and Power Installation: Room F3-C01 (03-03-E5-01). Contractor shall install 110V power and data port to host JSN: M1801.MF and U4210.P. Vendor shall install J hooks and other appropriate cable management hardware above the drop ceiling for all cabling items that are installed and routed through the above the drop ceiling space. The vendor shall allow the Government the opportunity to inspect the quality of work prior to the Government accepting the final invoice. Cat6e cable shall be plenum rate with white color. Contractor low voltage wiring installation shall include above ceiling J-Hook system or can utilize any existing cable tray systems. Lying of wiring on suspended ceilings will not be permitted. Installers shall be responsible for identifying any architectural deficiencies in advance (e.g. broken ceiling tiles, improper penetrations, etc.) prior to installation and shall be responsible for correcting any broken ceiling tiles and (e.g. Smoke and Fire wall) penetrations in accordance with approved ANSI/UL (e.g. UL1479) Fire stop requirements. Inspections will be conducted and enforced post installation. If the vendor penetrates a fire barrier the Contractor will be responsible for applying fire barrier caulk. All other 14 locations, power and data is available. However, vendor shall be using wire mold cable management to maintain clean, crisp, and professional appearance. Data port or power outlet may not be locating right at the monitor height. Installation Requirements Professional Services Project Management The Contractor shall draft a Contractor Project Management Plan (CPMP) that lays out the Contractor s approach, timeline and tools to be used in execution of the contract.  The PMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support.  The CPMP shall include the contractor s plans for managing all subcontractors. Topic areas to be addressed shall include oversight and communications with subcontractors while onsite at VA locations, as well as executing the timely distribution and delivery of all materials to subcontractor personnel.  The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified. The initial baseline CPMP shall be concurred upon and updated monthly thereafter. The Contractor shall update and maintain the VA Contracting Officer s Representative (COR) approved CPMP throughout the period of performance. The CPMP will include, but not be limited to: Project Schedule to include Milestones, Deliverables, and Critical Path Verification & Validation (V&V) Plan Training Plan Risks Management Plan Operations & Maintenance Plan (See Section 5 for further Detail) Project Closeout Activities/Procedures Reporting Requirements The Contractor shall provide weekly progress reports, to include schedule updates, to the VA COR and shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The reports shall also identify any problems that arose and a description of how the problems were resolved.   If problems have not been completely resolved, the Contractor shall provide an explanation. The Contractor shall monitor performance against the CPMP and report any deviations. It is expected that the Contractor will remain in communication with the VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues. The Contractor shall provide the COR with Weekly Installation Progress Reports in electronic form in Microsoft Word, Project formats or PDF.   The report shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding Month.  These reports shall include a summary of the task order deliverables. Verification and Validation Requirement (Testing) The Contractor shall provide a final test plan that includes updates addressing any comments provided by the VA to the draft test plan. Disputes shall be resolved by the Contracting Officer. The Contractor shall conduct a joint inspection with the onsite POC upon completion of delivery. In the event deficiencies are identified, the Contractor shall provide a date when the identified deficiencies will be addressed if not addressed on the date of delivery. The Contractor shall conduct a joint inspection with the onsite POC after addressing all deficiencies. All deficiencies identified during joint inspections shall be corrected by the Contractor before Government's acceptance of the item. Project Estimate Time Line Phase I: Project Kickoff. Estimated Start Date: As soon as contract Award. Kickoff meeting Workflow design Phase II: Hardware installation and testing. Estimated Start Date: November 1, 2017. Phase III: Verification and Validation: Estimated Start Date: As soon as Phase III is complete Workflow testing Pre Go-Live training Phase IV: Go Live: Estimated Start Date: March 25, 2018. Software License 1st year start on the date of Go-Live Phase V: Post Go-Live: Estimated Start Date: 4 months after Go-Live Follow up training Validate and review workflow Project phase requirements: Provide a single point of contact for the implementation of this project. On-site attendance for one business day for Project, kick-off meeting with the Client and our engineering staff. Develop a project plan in accordance with site Master Schedule so not to affect any other deployments and or the opening of the Denver VA new replacement hospital. Confirm and communicate the hardware delivery and implementation schedule. Manage implementation and associated risk. Vendor senior supervision shall be on-site during equipment/software installation phase. Schedule startup of all new equipment. The project manager will communicate any issues and notify the appropriate resources for resolution. The contractor shall provide an implementation plan and schedule an implementation meeting within two weeks from order shipment. The contractor shall identify specific deployment tasks and milestones in the implementation plan. The Contractor shall provide and maintain an accurate, detailed Inventory List of the Contractor installed equipment and software including serial numbers, Equipment Entry (EE) Tag numbers, version release, and licenses. Description and Work Based on approved deployment work schedule, the vendor shall provide all labor necessary to install, deploy and configure the requirements of LV27. Vendor shall receive and place equipment in the designated areas at Denver VA replacement hospital. The Vendor shall unpack and install all equipment in the designated area, and dispose of all trash. Disposing of the trash is the responsibility of the Vendor. There are not adequate facilities on-site for the disposal of trash. Vendor shall upgrade all equipment to the latest firmware code and BIOS code prior to installing and configuration of the equipment. Deliverables The vendor shall provide an Excel cut sheet of the serial number for each piece of equipment installed. IP addresses and MAC addresses for all equipment that attaches to the network by IDF. The vendor shall provide an infection control plan for all equipment. This includes, but not limited to, cleaning instructions and approved cleaning materials. Assembly and Installation Requirements The Contractor is required to manage and coordinate the installation timeline at the Denver Replacement Facility with VA ECHCS point of contract. General Conditions Delivery The acquisition is part of the initial outfitting and activation of the new Denver VA Medical Center being constructed in Aurora, CO. Delivery will be coordinated with the successful contractor after award of the contract. The Awardee Contractor shall contact the Technical On-Site Point of Contact (POC) for this RFP to schedule a pre-delivery meeting to be conducted approximately 30 Days before the initial award delivery date for verification of delivery dates. Technical On-Site POC for this RFP is as follows: Lauren Hill (C) 407.233.7054 (W) 720.857.5935 Email Lhill@MartekGlobal.com The Awardee Contractor may be required to adjust the delivery date from the date specified in the contract award document, due to situations beyond the Governments control. The Government has the right to adjust the contract award delivery date for up to 90 days at no cost to the Government. Requirements Contracto shall fill out Pre-assessment 6550 form prior to contract award. On-site assembly and installation of items and performance of services identified in this document will take place during normal business hours which are defined as: 0700 to 1600 (i.e.: 7:00 am to 4:00 pm Mountain Standard Time), Monday through Friday, excluding Federal Holidays. Secure storage is limited at the Denver VA Replacement Facility. If secure storage is required, the Contractor shall make arrangement locally at no additional cost to the Government. The Contractor is required to provide all tools, labor, and materials to complete assembly and installation of the items detailed in this document. The Contractor shall have an on-site representative for the duration of assembly and installation to serve as the primary interface with Denver VAMC and VA ECHCS. The VA will provide a staging area for the equipment to be staged before deployed. Delivery Location Contractor shall deliver all equipment to the Eastern Colorado Health Care System, PVN Dock, 1700 N. Wheeling Street, Aurora, CO 80045 Delivery Markings Contractor shall deliver items in manufacturer s original sealed containers with manufacturer s name clearly marked thereon. Deliveries shall be marked with the PO and Contract Number. Delivery Coordination All deliveries shall be coordinated with the onsite Points of Contacts (POC) for deliveries. Deliveries that are not properly coordinated will be the subject of deliveries being rejected. Site Delivery Conditions: There shall be no smoking, eating, or drinking inside the construction site at any time. Delivery personnel must comply with all posted safety requirements, to include the wearing of personal protection equipment (PPE). Minimum requirements are a hard hat, over the ankle boots, reflective safety vest, eye protection and gloves. Training: The contractor shall provide system administrator off-site training for 4 system administrators to clinical and biomedical engineering staff. There will also be training provided to VA staff in a Train the Trainer type of environment. In addition, the training will be held prior to the Go Live date, during the Go Live, and after the Go Live. The Contractor shall provide onsite training to various work schedule shifts to ensure end-users will be proficient with the use of system. Contractor shall ensure a training schedule is provided to maximize staff participation. The Contractor shall provide a written material (i.e., manuals, handbook, training manual) to ensure user competency of the PIMS system. Training shall provide skills and knowledge to effectively navigate the system, navigate security features, major applications, document clinical notes, identify and utilize workflow processes, understand content and flow of data as well as understand all function of the PIMS system. Use of Premises Requirements During the performance of this contract. All work will be conducted at the VA Denver Replacement Hospital. The Contractor will perform all work in such a manner that will cause minimum interference with VA ECHCS operations and the operations of other vendors on the premises. The Contractor will coordinate and cooperate with VA ECHCS s general contractor and construction manager during delivery and installation activities. All coordination with the general contractor shall be coordinated through the Technical On-Site POC. The Denver Replacement Facility is an active construction site. The vendor will assume responsibility for taking precautions for the vendor's (and associated subcontractors ) employees, agents, licensees, and permittees. Prior to starting work, the vendor and associated personnel (including subcontractors) will be required to attend a general contractor s site safety training program. Clean Up and Disposal: There are no dumpsters available for the Contractors use at the Denver VA replacement hospital for the disposal of material. The Contractor must clean up all debris and discard at Contractors expense. The removal of waste and/or excess material will be conducted through the loading area. Delivery trucks and/or other vendor vehicles will not be permitted to remain at the loading area. Vehicles will need to be brought back to the area if required to remove any waste, tools, or excess materials. Protection of Property Requirements The Contractor shall conduct an inspection walk through of the building(s) and grounds with the Technical on-site POC before commencing any work. The Contractor shall protect all items from damage during delivery. The Contractor shall take precaution against damage to the building(s), grounds, and furnishings. The Contractor shall repair or replace any items related to the building(s) or grounds damaged accidentally or on purpose due to action by the Contractor or their representative. The Contactor shall be responsible for repairing or replacing any items, components, building(s), and grounds damaged due to negligence and/or actions taken by the Contractor or its employees. The source of all repairs beyond simple surface cleaning is the facility construction contractor (or appropriate subcontractor), so that building warranty is maintained. Concurrence for the VA Facilities Management POC and onsite POC Contact is required before the Contractor may perform any significant repair work. In all cases, repairs shall utilize materials of the same quality, size, texture, grade and color to match adjacent existing work. The Contractor shall be responsible for securing all items, their work tools, and equipment used during delivery and installation. Operations and Maintenance Vendor shall provide application updates and upgrades at no additional cost to the Government. Software license renewal with the estimate of 17,500 Interventional case annual. The vendor shall provide remote access monitoring of the application 24/7. The vendor shall comply with three levels of monitoring, as outlined below: Level 1 Remote monitoring includes software, hardware, touch screen monitors and the application running on a virtual machine host. Level 2 The Joint Commission (TJC) compliant monitoring key performance. Indicators every 90 seconds comparing the data against the site s historical data and the site/user in real time. Level 3 Facility Matrix key performance indicators, room turnover, patient wait time, case volume. Provide user-definable reports. The vendor shall perform at least 4 site visits per year in order to ensure the system is functioning as expected, and will fix any erorrs or failures upon discovery. Information Security /Privacy Requirements 6.1 Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data General, FAR 52.227-14(d) (1). SECURITY INCIDENT INVESTIGATION 6.2 The term security incident means an event that has, or could have, resulted inunauthorized access to, loss or damage to VA assets, or sensitive information, or an actionthat breaches VA security procedures. The contractor/subcontractor shall immediately notifythe COTR and simultaneously, the designated ISO and Privacy Officer for the contract of anyknown or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor hasaccess. LIQUIDATED DAMAGES FOR DATA BREACH 6.3 Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages inthe event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1) Notification; (2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; (3) Data breach analysis; (4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; (5) One year of identity theft insurance with $20,00.00 coverage at $0 deductible; and (6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. TRAINING 6.4 All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: (1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; (2) Successfully complete the VA Privacy and Information Security Awareness and Rules of Behavior training and annually complete required privacy and security training; and (3) Successfully complete any additional information security or privacy training, as required for VA personnel with equivalent information system access. 6.4.1 The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. 6.4.2 Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/ISC/OISC/VA70117Q0205/listing.html)
 

Document(s)

Attachment
 

File Name: VA701-17-Q-0205 VA701-17-Q-0205_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3769324&FileName=VA701-17-Q-0205-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3769324&FileName=VA701-17-Q-0205-000.docx

 

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Record

SN04657779-W 20170902/170831234214-983194ecddb4b7be836a43d337d852a7 (fbodaily.com)
 

Source

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