65– Glucose Managment System Software
Notice Type: Sources Sought Notice
Posted Date:
Office Address:
Subject: 65--
Classification Code: 65 - Medical, dental & veterinary equipment & supplies
Solicitation Number: 36C25219Q0038
Contact: Deborah S FasslContract Specialist 414-844-4800x43268 mailto:[email protected]
Description:
The
SPECIFICATIONS/STATEMENT OF WORK
1. DESCRIPTION OF SERVICES.
Contractor shall continue to provide Glucose Management System software to include maintenance, software updates (software updates are improvements or bug fixes to existing software purchased by Hines VAMC), software upgrades, technical support, and use/lease of licenses as defined herein. Minimum of 23 ICU beds require software.
Overview: The Glucose Management System is a comprehensive clinical approach for controlling blood glucose levels for critically ill patients in hospitals. The system primarily applies to patients receiving continuous nutrition and receiving insulin intravenously. This system is applicable to any patient with elevated blood glucose, with or without diabetes.
Purpose: Hyperglycemia is a common problem in patients in the ICU s, leading to increased morbidity and mortality, increased length of stay and increased cost. --The challenge of controlling blood glucose for critically ill patients is adapting the dosing to the patient s changing response to insulin, the adverse effect of high blood glucose on the immune system, and the risk of low blood glucose causing harm to the patient. We presently have a complex insulin drip protocol that we use at Hines to achieve glucose control, but have had significant problems with achieving glucose control in a timely manner and is associated with significant episodes of hypoglycemia which can be harmful to patients. The Glucose Management System is a computer program that automatically adjusts the insulin drip dosing hourly to achieve glycemic control more rapidly with far fewer instances of hypoglycemia. --This has been proven to improve patient safety, decrease morbidity and mortality in the ICU, reduce hospital acquired infections, reduce acute renal failure, quicker conversion to subcutaneous insulin as well as decrease length of stay and costs. A number of studies have shown that there is actual cost savings associated with institution of a policy of good glycemic control in hospitalized patients. This is because the incremental cost of intensive glycemic management is more than offset by savings due to decreased time in ICU, decreased time on ventilators, decreased use of other resources such as antibiotics, dialysis, blood transfusions, and decreased hospital length of stay.
The Contractor shall submit with his/her signed quote the following information in order to be given full consideration for award.
Manufacturer s name of software - include version etc.
Copies of brochures and/or literature as well as a detailed description of software capabilities.
Complete list of items included.
* Note: This contract shall include the use of the software as well as the maintenance and upgrades as noted in the Overview above and as further defined below. This agreement or any resulting contract shall not include any other equipment, accessories and/or additional features which may be available from the contractor.
Services to be provided by the Contractor shall include the following:
License for use at up to 23 client workstations for each solution and at nurse station workstation
Ongoing Software Maintenance
Application Service and Support
System Upgrades
Contractor shall provide initial training on the use of the glucose management system to
Telephone support shall be provided at no additional cost
Compatible with
Software shall meet the following
Minimum hardware required is Wyse Thin Client running Windows CE (and allied
1. Does the vendor need access to the Hines network for the installation No
2. If so, will that access involve sensitive information No
3. Does the vendor need remote access to the Hines network for service/support after installation No
4. If so, will that access involve sensitive information No
1.1. SOFTWARE MAINTENANCE. Contractor shall furnish all necessary services, including parts and labor (remote and/or on site as needed), to maintain the System in good working condition for the consideration set forth in the Supplies/Services and Prices/Costs Section of this solicitation. Contractor shall respond to all service calls as further defined in Paragraph 1.3. This contract shall include but not be limited to the following:
a. Periodic software maintenance updates to the original software investment will be provided.
b. Installation and configuration for the software maintenance updates. In addition, the contractor shall train one System Administrator (via an internet training class) on the software maintenance updates and backups.
c. Upon request, software diagnostics and trouble-shooting.
d. Software application consultation to ensure full utilization of the system.
e. On-going operational assistance via 800# telephone support for trained key personnel. (800# telephone support is provided Monday through Friday,
1.2. OPERATIONAL UPTIME REQUIREMENTS. The system shall be operable and available for use 95% of the normal operating hours of the equipment unless otherwise stated in Paragraph 1.3, HOURS OF COVERAGE. Downtime will be computed from notification of problem during normal work hours. Scheduled maintenance will be excluded from downtime during normal working hours as detailed herein. Operational Uptime will be computed during a month long time period. Repeated failure to meet this requirement can subject the contractor to DEFAULT action unless downtime is due to user-instigated events.
1.3. HOURS OF COVERAGE.
A. The period of coverage
B. Federal Holidays observed by the VAMC are:
New Year s
C. Response Time: Contractor's FSE must respond with a phone call to the COR or his/her designee within one (1) hour after receipt of telephoned notification during the normal working hours of
1.4. UNSCHEDULED MAINTENANCE (Emergency Repair Service). If applicable, emergency repairs, which are required outside of the normal working hours, shall be performed at the agreed upon rate as noted in the Supplies/Services and Prices/Costs Section of the specifications. It is however agreed upon and understood that any additional services performed without the prior written approval of the CO shall be provided at no additional cost to the Government.
1.5. SYSTEM ACCESS. In accordance with the Conformance Standards, Paragraph 1.6 the Contractor shall be granted reasonable access to the system to fulfill the obligations set forth in this agreement.
1.6. CONFORMANCE STANDARDS. All work shall be performed and equipment shall function in conformance with all
1.7. MAINTENANCE SERVICES. The maintenance services shall be provided as set forth above and at no extra charge during the term of this contract
2. SERVICE DELIVERY SUMMARY.
Performance Objective
SOW Para
Performance Threshold
Operational Up-Time
System is in proper working order and maintained according to manufacturer recommendations.
1.1. and 1.3.
The system is operable and available 95% of normal operating hours.
3. GENERAL INFORMATION.
3.1. QUALITY ASSURANCE. The government will periodically evaluate the contractor s performance in accordance with the Quality Assurance Surveillance Plan.
GOVERNMENT REMEDIES. The contracting officer will follow the requirements of FAR 52.212-4, Contract Terms and Conditions for Commercial Items, for contractor s failure to correct nonconforming services.
QUARTERLY REPORT REQUIREMENT. The Contractor shall provide a quarterly report of glucose value for each patient by unit for each month with range in mg/dl.-- The report should include raw numbers for each patient or summary of the mean, median, standard deviation, total number of patients.-- The report must be provided to the COR,
3.3.1
contact persons:
3.4. PAYMENT. Invoices will be paid in arrears. Invoices must include, at a minimum, the following information: Contract no., Purchase Order No., brief description of service, and location.
3.5. ADDITIONAL CHARGES. There will be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts.
3.6. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT.
Each respondent must have an established business, with an office and staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup.
"Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified in the statement of work. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance, on equipment/software defined herein.
C. The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the VAMC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment.
If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.
3.7. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS.
A. The Contractor's employees and/or subcontractors approved by the COR shall wear visible identification at all times while on the premises of the VAMC. Identification shall include but not be limited to a company identification card, which shall include the company name, employee name, title, and a photograph of the employee. All employees of the Contractor or Subcontractor providing services to the Government must wear a company uniform identified with the company name and/or logo. Uniforms must be neat and clean at all times while working the
B. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of
C. Any interior or exterior doors that must be unlocked to gain access shall be kept locked during the performance of work unless it results in the creation of a safety hazard. In those instances the Contractor is responsible to take necessary actions to maintain the same level of security prior to gaining access/performing work. Should any other devices need to be unlocked like an entry gate, those devices must be locked immediately upon entry or exit. At no time shall the Contractor allow any person into a locked area or loan keys/access cards to another person. Contractor may be held in default for failure to comply with this requirement and subject the Contractor and employees to contract and other legal remedies.
E. The Contractor agrees that none of its officers or employees shall use or reveal any research, statistical, medical, or security information, which may be obtained during the performance of the work or as a result their presence on Government premises without the written consent of the Government
F. Smoking is prohibited inside any buildings at the VAMC.
G. Possession of weapons is prohibited.
H. Enclosed containers, including tool kits, shall be subject to search. Violations of
3.8. PRE-WORK ORIENTATION.
Contractors employees shall attend a pre-work, up to two (2) hours duration, orientation meeting at VAMC prior to the commencement of work on site. The
1.
2. Infection control
3. Disaster procedures
4. Security
5. Privacy
6. Other
The Contractor shall be responsible to ensure that Contractor s employees coming to the work site have attended pre-work orientation for the information required above.
C. The Contractor shall be responsible to ensure Contractors and Sub-contractors employees providing work on this contract are: fully trained, completely competent, and approved by the VAMC to perform the required work.
3.9. DEFINITIONS/ACRONYMS:
A. CO - Contracting Officer
B. COR - Contracting Officer s Technical Representative
C. IRM - Information Resources Management
D. Maintenance. Services, which are periodic in nature and are required to maintain the Software and any equipment, which the contractor is responsible for.
E. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises.
F. VAMC -
4. HHS/OIG: To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the
5. HIPAA COMPLIANCE: Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the
6. INSURANCE:
A. Worker compensation and employer's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes.
If your organization has the potential capacity to perform these contract services, please provide the following information:
Organization name, address, email address, Web site address if applicable, telephone number, and type of ownership for the organization
Organization size under NAICS code 541511
Tailored capability statements addressing the particular software capabilities listed in detail above and documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements.
The government will evaluate market information to ascertain potential market capacity to provide services consistent in scope and scale with those described in this notice and otherwise anticipated.
BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES, SOLE SOURCED OR PROCURED THROUGH FULL AND OPEN COMPETITION. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.
Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by
Link/URL: https://www.fbo.gov/spg/VA/VAGLHS/VAGLHCS/36C25219Q0038/listing.html
Part A and B(A/B) Medicare Administrative Contractor (MAC), Jurisdiction 5 (J5)
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