SPECIAL NOTICE
70 -- Document Control Software (SaaS)
- Notice Date
- 9/16/2024 10:55:33 AM
- Notice Type
- Special Notice
- NAICS
- 513210
—
- Contracting Office
- 250-NETWORK CONTRACT OFFICE 10 (36C250) DAYTON OH 45428 USA
- ZIP Code
- 45428
- Solicitation Number
- 36C25025P0010
- Response Due
- 9/20/2024 9:00:00 AM
- Archive Date
- 09/30/2024
- Point of Contact
- Deborah S Williams, Contract Specialist, Phone: 937-268-6511 ext 4045
- E-Mail Address
-
Deborah.Williams1@va.gov
(Deborah.Williams1@va.gov)
- Awardee
- null
- Description
- STATEMENT OF WORK Software application will provide document control processes, record retention, and inspection preparation with checklist from accrediting bodies for VA Ann Arbor Healthcare System Laboratories which include: LTC Charles S. Kettles VA Medical Center 2215 Fuller Road Ann Arbor, MI VA Ann Arbor HCS Toledo CBOC 1200 South Detroit Avenue, Toledo, OH This system shall have the capability to organize, update, and maintain standard operating procedures (SOP) that are accessible to employees. These documents would also contain different types of forms currently in use for laboratory functions. No patient information will be included for this system. The software shall provide access to easy and accurate auditing of laboratory documents during inspections from accrediting bodies and shall provide tracking of training lists, competencies, and continuing education for employees. The new document control system shall replace the current system to better help meet VA directives or any inspecting agencies while also helping to provide a better tool for utilization. Term Of Agreement: The Ann Arbor VA Healthcare System located at 2215 Fuller Rd., Ann Arbor, MI 48105, anticipates one base year plus four (4) option year contract. The Contractor shall be required to immediately notify the Contracting Officer (CO), in writing, if the contract upon which this is based is no longer in force. If the Contractor fails to perform in the manner satisfactory to the Contracting Officer, this contract may be cancelled with thirty days written notice to the Contractor by the CO. This contract will be reviewed on an annual basis. Any changes or modifications shall be in writing and any such changes or modifications shall be issued by the appropriate Contracting Officer. Requirements of the System: The document control system is required to meet the following criteria: General Functions: Laboratory software with access from any computer in laboratory environment 24/7, 365 days/year Documentation security requiring passwords with encryption. Easy to use and navigate menus. System server backup as well as contingency in events of downtime whether planned or unplanned. Sets up tasks /reminders for users. Traceability of actions in system such as but not limited to, updating SOPs, archiving, entering of competencies. Uses already established VA employee sign-ons Easy to use management of document (Creation, edit, approve/decline, assign, and archive) Document Control: Ability to manage entire document form (creation, approval/decline, retrieval, editing, in use status, and archiving). Capability to download multiple documents. Ability to print controlled documents. Ability to establish links within said document to forms or other established documents. Offers customization to document control such as but not limited to document number, name, implementation date, last revision/approval/version number, owner of document, approving official review due date, and date of archiving. Standard file extension compatibility that allows upload of Word, Excel, PDF, Microsoft Vizio, PowerPoint, image files, etc. without the need for conversion. The documents must display easily. Options for document listing, querying, and categorization including keywords such as department of origin, specific topic, or review status. Secured for editing by owner, assignment, or with admin status only. Ability to show status of document (under review, final version, archived etc). Ability to send notification emails with a link to select employees to review new/revised or updated documents. Ability to efficiently audit /query records for inspection. Ability to have document version control for major and minor change tracking. Enable versioning by dates or numbers that can be enabled/disabled. Ability for multiple users to be able to access document at same time. Regulatory/Inspection Auditing and Management: Ability to import / upload accreditation standards from accrediting agencies (e.g., CAP, TJC, AABB, FDA, as well as others). Ability to import newly accredited certificates following an audit by accrediting body. Ability to search accreditations checklists. Capability to attach links to specific areas of accrediting body websites to provide easy access to resources. Up to 2 (two) CLIA numbers (2 sites Ann Arbor and Toledo). Compliance/Competency and Continuing Education: Access for Safety/Compliance training Accessing Professional Acknowledgement for Continuing Education (P.A.C.E.) approved Laboratory Continuing Education courses. Competency forms created and linked through document control. Capability to create competency quizzes as well as new procedure training with reminders and due dates for staff. Easy access for staff to access their own competency and training for updating/review. Sending alerts to staff as well as supervisors as to approaching due dates for competencies. Report and Tracking: Deviations from Standard Operating Procedures/QC/Maintenance: Easy-to access forms for laboratory staff to pull up and print off when necessary. Specific Requirements: Technical requirements for Document Control System Document Control application for at least 110 users with the option to increase throughout the life of contract. Compliance and continuing education application for at least 110 users, with the option to increase throughout the life of contract. Technical support during usage of document control system (throughout the life of contract). Able to pull list of standards from accrediting bodies such as TJC, CAP, AABB, and FDA. Services provided by document control system must utilize FedRAMP (Federal Risk and Authorization Management Program) System Support and Maintenance: Minimum service maintenance Document backups available especially during cases of downtime whether planned/unplanned. Support available with a representative (phone, email, Video call) must be available weekdays during normal business hours. Service Engineer must respond with a phone call or email to the COR within one day after the receipt of notification in an effort to correct the problem. Advance notification to program recipient when system is expected to go through an update/downtime. Storage capacity for archiving all document types and history of edits etc. for during the duration of using document control system. Install software updates and enhancements as needed for the proper functioning of the system. General: All contractors, contract personnel, and third parties providing services, shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. Safety Requirements: In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served on the Contractor or his representative at the work site shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work and hold the Contractor in default. Conformance Standards: All services provided under this contract shall be performed in conformance with the National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA), College of American Pathologists (CAP), The Joint Commission (TJC), and Original Equipment Manufacturer (OEM) standards and specifications in order to maintain manufacturer product warranties. The Accreditation Manager must be compatible with all accreditation agencies (including: Joint Commission, CAP, AABB and ISO). Access to VA Information and VA Information Systems A contractor and/or third party shall request logical (technical) or physical access to VA information and VA information systems for their employees and affiliates only to the extant necessary to perform the services specified under contract, purchase agreement, or task order. Security Document control provider will utilize system in accordance with FedRAMP to provide the following: Reduction in inconsistencies of uploaded material such as but not limited to, duplicates, overhead errors etc. Standardized security functions in use of cloud-based services used by federal government. Compliance of VA directives in regards to authorization of stored material in document control system Installation Contractor will follow federal and local safety standards during installation of new software program. Contractor will provide an implementation plan, with timelines, and coordinate the initial conversion of all documents into document control system. Training: Contractor will provide initial training in addition to continued support for all system users. Hours of Work: Hours of Work for telephone support and emergency repairs, are defined as Monday through Friday from 6 a.m. to 5 p.m., excluding federal holidays, or as otherwise arranged with the Contracting Officer Technical Representative. The eleven holidays observed by the Federal Government are New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday. Work performed outside of normal working hours of coverage at the request of the COR shall be billed separately. Payment/Invoices: All invoices should be submitted in arears either quarterly or annually, online through the e-invoice/Tungsten website. The COR will make certification of invoices for Pathology and Laboratory Medicine Service (PALMS) for the VAAAHS. All invoices will be processed in accordance with the Prompt Payment Act. Any discrepancy between the terms of the contract and the amount of the invoice will be promptly referred to the VA Contracting Officer for resolution.
- Web Link
-
SAM.gov Permalink
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- Record
- SN07212152-F 20240918/240916230112 (samdaily.us)
- Source
-
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