Department of Health and Human Services, National Institutes of Health, Clinical Center/Office of Purchasing & Contracts, 10 Center Drive, RM 1N262, MSC 1189, Bethesda, MD, 20892-1189

70 -- ELECTRONIC SURGICAL MANAGEMENT SYSTEM SOL n02-cl-00007 DUE 071700 POC Larry Hunter, Contracting Officer, Phone (301) 594-5915, Fax (301) 594-5920, Email lhunter@cc.nih.gov WEB: Visit this URL for the latest information about this, http://www.eps.gov/cgi-bin/WebObjects/EPS?ACode=R&ProjID=n02-cl-00007&; LocID=2971. E-MAIL: Larry Hunter, lhunter@cc.nih.gov. This is a Sources Sought Synopsis. This Sources Sought Synopsis requests information needed by the Government prior to release of any potential solicitation. This is not a request for proposals or quotes and in no way obligates the Government to award any contract. The Warren Grant Magnuson Clinical Center is the clinical research facility of the National Institutes of Health (NIH). The Clinical Center (CC) provides patient care, services, training and the environment in which clinician-scientists creatively translate emerging knowledge into better understanding, detection, treatment, and prevention of human disease. The Clinical Center is the nation's foremost federally funded biomedical research institution. It is comprised of twenty-four (24) Institutes, Centers, and Divisions. The CC is the onsite hospital for the NIH campus, providing full support for clinical research in inpatient and outpatient settings. The CC facility comprises more than three million square feet of clinical, laboratory, and administrative space with the capacity to serve three hundred and fifty (350) inpatients participating in research studies at the NIH. In three years this inpatient space will move to a new facility that is currently under construction. As a federally funded facility, continuous effort is made to use financial resources of the Clinical Center to acquire the needed products, equipment, and services at the best possible price. The acquisition staff is therefore looking to form partnerships with a limited number of companies capable of providing timely deliveries of products and services at the best possible advantage, cost/price considered, to the hospital. It is expected that for each of the requirements publicized, a very limited number of contracts, blanket purchase agreements, or purchase orders will be issued. Performance measures will be a key factor in the assurance and continuation of all agreements. Under this announcement, the Clinical Center of the National Institutes of Health is seeking sources capable of providing a Commercial Off The Shelf Electronic Surgical Management System that is portable, interoperable, scalable, and has compatible heterogeneity. The core and other support functionalities for this system are listed below. Your comments and questions regarding the functionalities and the project are also welcomed. We are planning to have a pre-solicitation conference on or about July 28, 2000. The Standard Industrial Classification Code (SIC Code) for this project is 7371, Computer Programming Services. Please provide your product's features, your support capabilities, performance warranties, references of clients for whom you have completed the same or similar surgical management system projects. Vendor partnerships (with so called "third party" are encouraged, since any proposal lacking a significant or mandatory module or function will not be considered. If you utilize a third party for implementation of the electronic surgical management system, please identify who the third party is, the third party's relationship to the your firm, and the success of the third party in performing satisfactory implementations. The proposed performance-based contract will be for a base period of 18 months. IF you are interested in competing for this requirement, please indicate your interest and provide your comments by sending an e-mail to lhunter@cc.nih.gov no later than July 17, 2000. You may also respond via fax to Larry Hunter @ (301) 594-5920. All valid Internet/fax responses from prospective offerors must provide the return Internet e-mail address, mailing address, telephone number, and facsimile number in the body of the response. Responses without the aforementioned information will not be recognized as valid. In addition to assist in the acquisition planning strategy for this requirement, please respond to the following questions: For SIC Code 7371, please indicate the following: (1) Is your business a large or small business? (2) If small, does your firm qualify as a small, emergent business, or a smalldisadvantaged business? If disadvantaged, specify under which disadvantaged group and whether your firm is certified under section 8(A) of the Small Business Act? (4) Is your firm a Certified "hub zone" firm? (5) Is your firm a woman-owned or operated business? It is recommended that you respond to this synopsis, including all requested information above, if you would like to be notified electronically/or via fax upon release of the solicitation. All offerors who request to be notified will be informed via -email/fax that the solicitation has been posted to the CBD. Electronic Surgical Management System Core Functionalities and Other Core Supporting Functionalities Customers Booking: 1) Would like access to system from other areas via MIS or current MIS system. 2) Surgeons preference cards to OR nurses the day before surgery 3) Other Medical Customer scheduling preference operating room vs. remote location 4) Patient current location should be identified. 5) Notifies radiology of intraoperative need for films and/or services a) C-arm, ultrasound, X-rays 6) Notifies DASS inventory, central hospital supply, and materials management 7) Automatically flags incomplete charts preop 8) Consider operative report surgical dictation capacity with voice recognition and turn around time within 24 hours. Department Database 9) History & Physical Assessment/Consultations 10) Preoperative Anesthesia Evaluation 11) Intraoperative Anesthesia Record 12) Preoperative Nursing Assessment 13) Perioperative Nursing Record to include nursing care plan 14) Post Anesthesia Record (Physician and Nursing) 15) Primary Protocol Number 16) Protocol Consent 17) Procedure Consent 18) Blood Consent 19) Clinical Pathology Results/pending lab 20) Radiology Films 21) Medical Records/Credentials 22) Isolation Status 23) Latex Sensitivity 24) Special equipment 25) Proposed Disposition PACU/ICU Report generation 26) Name 27) Age 28) Sex 29) Diagnosis 30) Duration of operation 31) Operative Procedure 32) IV fluids (including colloids) 33) EBL 34) Urine output 35) Personnel in procedure (Clinical Associates and Other Surgeons) General 36) The system must be user friendly. 37) There must be a system of either redundancy or backup particularly for data collection that is time sensitive (perioperative care) 38) We should be able to quickly scroll from one page to another while entering or accessing information 39) Satellite monitors/ work station a) OR- front desk b) Holding area c) PACU d) Two in Anesthesia Office e) Operating Rooms 1-12 f) Intensive Care Area g) All Patient Care Areas h) Transfusion medicine i) EP /Cath lab j) Radiology area i) Special Procedures ii) MR 2 and 3 to interface iii) B1 and MR 1 iv) CT scan 2 units v) Ultrasound 40) User configurable database and database building tools. 41) Central scheduling support/interface from multiple sites into DASS pathway, but DASS has complete control. 42) Printers: One for OR 10 -12, front desk, PACU, Radiology area, Two for common anesthesia areas to support OR's 1-9, Patient Care Areas, Intensive Care Area and Proposed Cardiac perioperative area 43) The system should allow for an easy interface with the existing MRI monitors (Omnitrak Model #3100 from Invivo Medical Research, Precision Biomedical Instruments OR Front Desk 44) Scheduling through the MIS (current or future system) for all procedures in the operating room suite and remote areas where all applicable perioperative staff involvement is necessary. 45) When a procedure is scheduled through the DASS pathway we want the patient database, defined departmental database, surgeon or operator information to be in one combined database/screen. Thus eliminating the need to enter information into three different databases (our current semi-manual system). 46) Access to the patient data in the MIS should be available whether the patient has been transferred to another area or not. 47) Scheduling system should be interfaced with all defined departments for retrieval of pertinent information for patients in the operating room/remote locations for a procedure. 48) The system should allow access to multiple screens without exiting the main screen. 49) The system should allow for flexible daily (weekly) case staffing assignments 50) It should have the capability for identifying conflict scheduling of staff, equipment and supplies, cancellations, add-ons and availability. 51) The posting time should reflect individual surgeon's/operator average time for a particular case. 52) The scheduling should reflect availability of equipment. 53) Capacity to schedule cases 6 months + in advance. 54) 17 inch screens 55) Mobile Plug and play units 56) Electronic Display Board a) Changes in the day's OR schedule should automatically appear on the board -- i.e. a large satellite monitor is slaved into the front desk computer. b) Capability to display the active/real-time schedule in MIS (future information system). 57) When a case is scheduled the preference card should be activated for that particular case. We want the capability for automatic electronic communication of pertinent information from preference card to: a) Medical Records / Credentialing b) DASS Inventory c) Pharmacy d) Blood Bank e) Radiology i) There should be a way to notify radiology when C-arm, ultrasound, or Xray is needed for a procedure. f) Clinical Pathology/Anatomical Pathology g) Materials Management h) Central Hospital Supply 58) System for documentation a) Should have incorporated the perioperative glossary of the Association of Anesthesia Clinical Directors b) Surgeon/patient database c) procedure d) wound class e) instrument / sponge counts f) attending surgeon/operator time in the room g) start and stop times h) delay codes 59) Ability to access information for charge analysis on same patient with single and multiple concurrent procedures without having to re-enter data. 60) We would like to have the data available for development of clinical pathways/protocol maps 61) Consider staff scheduling software Anesthesiologists 62) We want a comprehensive peri-operative documentation process. 63) Automated Anesthesia record. 64) All the requisites for obtaining info during the case to include invasive parameters from peripheral machines such as the cardiac output monitor, drips and calculations. 65) Printer capability both network and laser printer 66) ? Bar code reader 67) There should be flexibility in editing information. 68) Easy to use 69) Compatible with Hewlett Packard monitors. 70) Compatible with our gas analysis system/ airway pressure monitors. 71) Reliability is a must. 72) If anesthesia machines are changed (mid-case) then the system should easily be interfaced or integrated without loss of data capability or accuracy. 73) If anesthesia machines are changed to an updated version or different company then the system should easily be interfaced or integrated without loss of data capability or accuracy. 74) We want the ability to override the system or quickly make corrections on recorded data that is inaccurate. For example, if the pulse oximeter stops working because of mechanical or interference reasons the absence of a recorded parameter or erroneous information will be on the record. I would like to get into the system and give a reason for why the SaO2 reads 80 instead of 99. Another example is EMI with the ECG data collected during the seconds or minutes of interference will be erroneous. Is there a filter for this? Or is there a way that erroneous information can be minimized? 75) The objective is to free the Anesthesia Providers hands to allow them to place more concentration on the management of the patient. The latter in mind we don't want to be preoccupied with correcting erroneous data. 76) We need a backup system. If the system is down. We need to retain the ability to enter the data manually or have some sort of redundancy. 77) What are the legal implications of the automated record itself? 78) We want the ability to automatically retrieve information during the peri-operative process. From the previous or full medical record. For example: a copy of the old EKG online graphic form and official reading. a) Laboratory values either from point of care testing (in line-ABG, electrolytes, CBC, coagulation profile) or those done in the Clinical Pathology lab. This data should include time and date of the values. b) Availability of blood products. c) We also want the ability to write orders to obtain additional medications not readily available in the operating room suite. 79) Recall of protocol information pertinent to anesthetic/perioperative management. 80) Preop information -- i.e. Scheduled procedure, labs, allergies, meds., vital signs, diagnosis, ECG, anesthesia evaluation, plan and ASA PS status should automatically be dumped into anesthesia record. 81) Mandatory database for anesthesia record and optional database to include other pertinent information should be readily available for access to anesthesia provider. 82) We would like to keep track of material usage 83) We would to keep track of drug usage through pharmacy. We would like a way for pharmacy to aggregate information from the anesthesia record and set up a list of what drugs were used and what is needed. 84) ? Laptop computer used for pre-ops, consults, epidural rounds and satellite areas. 85) There should be an acute and chronic pain management screen. 86) ? Palm pilot or radio-frequency laptops 87) We would like to consider voice recognition/activation 88) Touch screen 89) User fingerprint identification 90) We need to consider departmental storage capability. OR Nurses 91) We would like the data input screen to remain in an active status. The information should not disappear from the screen when the nurse is distracted away from the screen. 92) We would like to be able to formulate the perioperative care plans that are prioritized and individualized according to JCAHO requirements. 93) We want the ability to have an equipment maintenance list where it can be documented from inventory management whether the equipment underwent its scheduled intradepartmental maintenance. 94) Instrument and supply inventory analysis should facilitate the ability to contact vendors when necessary for acquisition. We want to be able to generate electronic message to vendor or phone call to vendor to generate a purchase request through procurement. 95) We want the ability to have quarterly statistical analysis reports of instrument use (type # times used/month). 96) We want to be able to maintain a computerized log of implants and explants. 97) System for on screen documentation of (equivalent to specimen log and OR memo nursing care plan) a) start and stop times b) delay codes c) wound class d) instrument / sponge counts e) skin integrity f) patient belongings Materials Management 98) We want to scan or document the instruments that are sent out of the department for sterilization, repairs and maintenance. Formulate a way of tracking all instruments. 99) Can we interface with the Lawson system (current MM system) a) Barcode inventory? 100) Ability to interface with the different mechanisms for requisition and purchasing of supplies for departmental inventory control. 101) Case cart management/case-specific pick lists for departmental use. 102) We want counts of automated case usage. 103) Ability to provide the department with equipment maintenance schedule. PACU Nurses 104) We would like to have the patient database, perioperative/anesthesia information prior to the patient's arrival in PACU. 105) We would like access to the history and physical assessment for both the inpatient and outpatient 106) We also want the ability to transfer this info to the discharge patient care area. 107) For inpatients and outpatients -- Nursing Preoperative Assessment: a) Ambulatory surgery/PhaseI b) H&P section/ post surgery/hospitalization c) Medication section d) Allergies e) Review of systems f) Procedure/ Surgeon/Anesthesiologist/CRNA g) Pre-op check list (NPO, consent, mental status) h) Medications given i) Pre-op teaching done j) Comments k) Signature 108) Post-op/ Phase II a) Arrival Time/ date/weight b) ROS c) Vital signs/O2 sat d) Medication e) VAS -- Pain scale f) Fluid in/ Fluids out/ IV solutions g) Dressing site h) Discharge criteria i) Discharge instructions /Post-op teaching j) Who to contact, phone # with problems k) Anesthesia signature /RN signature QA 109) Software should be able to assimilate our modified ICD-9 coding and automatically assign it to the diagnosis and procedure data input. 110) Classification and tracking of QA via the current QA form. 111) Epidemiology interface for updated patient isolation status. 112) Secured screen for quality assessment /improvement incident documentation separate from MIS. 113) Ability to obtain statistical reports from QA data. 114) Anesthesia Section CQI form database (See Form) 115) Surgical Services Department CQI form database a) Patient Database: Name, age, medical record #, institute, DOB, unit b) Surgeon c) Surgery Date d) Procedure e) Comments section f) Signature of person filling out form g) Ability to retrieve activated form for editing (addition) of follow up comments. h) Indicators (See Form) i) Delay in surgery ii) Operative Consent iii) Operating Room Utilization iv) Cancellation of Surgery v) Equipment Availability vi) Patient Safety vii) Status Change viii) Positive Outcomes ix) Case Type (Program Support Specialist) 116) Information on patients should be easy to retrieve and to enter in database without duplication of effort. 117) We need to be able to integrate information from the admitting institute surgeon, primary protocol number, operating room, procedures, anesthesia, PACU, QA, and credentialing in order to formulate the various statistical reports needed for departmental and individual (surgeons) use. 118) We need the primary protocol number to be entered by the person booking the procedure. 119) Compatibility with ORYS System support 120) ISD support 121) Company product support a) Software updates as provided by the company at no extra fee 122) Departmental Super User support Security 123) Defined-User level is absolutely necessary. Posted 06/20/00 (D-SN466590). (0172)

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