Presolicitation Notice – Q– Patient Discharge Software Base + 4 OYs
Notice Type: Presolicitation Notice
Posted Date:
Office Address:
Subject: Q-- Patient Discharge Software Base + 4 OYs
Classification Code:
Contact: Adoniss Gibson mailto:[email protected] [Point of contact]
Setaside: Total Small BusinessTotal Small Business
Place of Performance (address):
Place of Performance (zipcode): 45601-9718
Place of Performance Country:
Description:
Dayton VAMC
STATEMENT OF WORK (SOW)as of
1. Contract Title. Discharge Education/Patient Instruction Software Purchase (Contractor) for the Chillicothe VAMC. License for use includes all user access of patient education materials with discharge specific templates for workstations in the Urgent Care and Acute Medicine Inpatient Units
2. Authority: FAR PART 13, Simplified Acquisition Procedures.
Purpose of the Project: This is a request to purchase Contractor which offers customizable instructions for diagnoses, medications, treatments, medical devices, recommended diets, and follow-up. The comprehensive library offers over 5,500 education and instructions for Emergency Departments, Urgent Care, inpatient units and clinics. Patient list automatically displays new registrations made in VistA/CPR and imports Primary Care Provider, appointment and medication lists. Interfacing creates an automated process which eliminates printing and scanning instructions into CPRS and provides individualized detailed information to the patient.
Background. The software package is being requested as part of a grant to improve the discharge process and reduce hospital readmissions. Readmissions within 30 days are very costly, disruptive to the patient, and are often preventable. Readmissions place patients at additional risk of hospital-acquired infections and complications, and are a good indicator of healthcare quality. Contractor is
3. Scope. This contract will be for the purchase of Contractor patient instructions and will include the base year plus four (4) option year pricing. It is a firm, fixed price contract. Delivery and set up of-- CONTRACTOR s
A.---------- Set-up: All preparation necessarily required to ready CONTRACTOR s
B.---------- The contractor shall provide software license for CONTRACTOR s Patient Instructions software.-- This includes the remote implementation, testing, maintenance, and training for Urgent Care and Acute Medical Surgical inpatient units. Additional levels of care discharge instructions may be needed in the future.
C.---------- Software Support from the company includes:
*----------------- 24-hour emergency technical support services for the CONTRACTOR Integrated Patient Instructions computer software and periodic releases and updates to clinical content
*----------------- Patient Instructions software includes content for patient education, discharge documents, and other miscellaneous documents related to patient education and instruction.
*----------------- Integration delivers patient information from Vista to the CONTRACTOR Patient List and completed documents from CONTRACTOR s Patient Instructions will be delivered to CPRS Notes.
Upon receiving a maintenance and repair call from facility designee, the Contractor shall make a return telephone call within 2 hours.-- The Contractor will restore the equipment to FULL PERFORMANCE within forty-eight (48) hours of the original call.-- The Contractor shall notify the COR of the existence or development of any defects in the equipment covered under this contract which the Contractor considers he/she is not responsible for under the terms of the contract (such as operator misuse). Training and support and preventative maintenance and educational courses to be provided on-site as indicated.
4. Specific Tasks.
Contractor shall provide the software license for its patient instruction software. This includes the remote implementation, testing and maintenance of the system. Patient instruction software includes content for patient education, discharge document, and other miscellaneous documents related to patient education and instructions. Contractor will provide staff training on the system and 24-hour emergency technical support services for patient instruction integrated software and periodic release and updates to clinical content. The integration of Contractor software delivers patient information from VISTA to Contractor s patient list and completed documents from Contractor s patient Instructions will be delivered to CPRS in note form. Post implementation reports to include template use, content usage and staff interactivity to develop a system of monitoring for compliance and standards. Ongoing support includes trouble shooting as needed and routine content updates that is research-based meeting government and performance standards with minimal interruption to care.
Deployment includes:
A.---------- Clinical workflow analysis for the
*----------------- Up to two (2) CONTRACTOR staff on site for up to two (2) days
*--- Includes travel and expenses
B.---------- All other services provided remotely.
*----------------- Project management
*----------------- Integration configuration
*----------------- Vista integration
*----------------- CPRS integration
*----------------- Remote application installation to
*----------------- Live / production environment
*----------------- Test environment (if applicable)
*----------------- Remote training of Super Users
*----------------- Dedicated remote Go-Live support
C.---------- The Implementation team may include the following Contractor staff for the Contractor implementation:
*----------------- Project Manager: Will schedule and coordinate remote and onsite technical and clinical resources to test and install the product, train users, match product configuration to clinical analysis, install and test product and interface performance.
*----------------- Clinical Analyst(s): A clinical provider (medical or nursing) and an implementation expert will assist clinical staff in determining: Who will prepare patient education, at what points in the care process, what providers and options should be built into the follow-up process and where the application should be accessed. These individuals will also train staff on how to manage and update the system s clinical content.
*----------------- Interface Analyst(s): Will configure interface code and install and test interfaces in test and live environments, coordinating with
*----------------- Server/desktop support staff
4.1 Task 1 - Enterprise Management Controls.
4.1.1 Subtask 1 - Integration Management Control Planning. The requirement id for Contractor to update and interface patient instruction software to be compatible with the current VISTA system including software updates, trouble shooting, and support for efficient and sustainable discharging of patients form the urgent care and inpatient areas. Licensed technicians provide support and instruction to the government for producing critical reports and critical record updates.
Contractor provides limited on-site support and extensive remote support to develop, implement and stabilize product use. Facility project staffing:
Project Lead
*- Help organize deployment schedules and keep the project on task
*- Ensure the appropriate resources are made available
Region 3 COTS Team Member
Establish relationships with the regional COTS teams
*- Install Server hardware and Operating System
*- Work alongside CONTRACTOR to install the CONTRACTOR Patient Instructions application
*- Install our KIDS build for CPRS integration
*- Configure and validate connectivity
CAC Team Member
(Health Informatics)
*- Determine and configure a Note Title(s) in CPRS
*- Add an HTTP link in CPRS for the CONTRACTOR application
*- Assist in testing Integration (Access to Test Appointment Manager)
Clinical Lead
*- Provide details of current workflow around patient discharge
*- Review after-care follow up choices and content
*- Review discharge and teaching form content
AdPac
Determine security owner
Clinical User
Work with your implementation lead to perform end to end testing
Region 3 OI&T
Establish two Active Directory groups for the creation of CONTRACTOR Patient Instruction users
*Individual roles may overlap.
4.1.2 Subtask 2 - Contract Management. Not Applicable
Deliverables: Contract Management Plan: See Delivery Table
Monthly Status Report: See Delivery Table
SOW Task#
Deliverable Title
Format
Number
Calendar Days After CO Start
1
Development of full Implementation plan
Remote
Standard Distribution*
Draft 10
Final - 20
2
Network Interface development
Remote
20
3
Development of program templates
Remote
20
4
Testing completion /script with resolution if needed
Remote
30
4
Admin/Super User Training UC & Acute Medical Units
Remote
45
5
Go Live Urgent Care
45
6
Super User Training Refresher
Remote
60
7
Go Live Acute Medical Units
Remote
60
8
Monthly Status Report
Remote
2 Copies to COR; Letter Only to CO
Monthly, on 5th Workday
* Standard Distribution: 1 copy of the transmittal letter without the deliverable to the Contracting Officer shall be
Emailed.
5. Performance Monitoring
Built in report functionality to evaluate use restricted to facility administrators.
Response to emergency calls and utilization quarterly reports are available upon request of facility account owner assigned by Contractor.
6.0 Security Requirements
Service & Maintenance will follow the security requirements as per
6.1 General Security
Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as
6.2 Access to VA Information and VA Information Systems
a. A contractor/subcontractor shall request logical (technical) or physical access to
b. All contractors, subcontractors, and third-party servicers and associates working with
A BI is not required per VA Information and Information System Security/Privacy Requirements for IT Contracts dated
Contract Personnel with limited and intermittent access to equipment connected to facility networks on which limited
6.3 Training
a. All contractor employees and subcontractor employees requiring access to
(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
(2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;
(3) Successfully complete the appropriate
(4) Successfully complete any additional cyber security or privacy training, as required for
b. The contractor shall provide to the contracting officer and/or the COR 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.
c. 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.
6.4 VA Information Custodial Language
a. Information made available to the contractor or subcontractor by
b. The contractor/subcontractor must store, transport, or transmit
6.5 Information Systems Hosting, Operations, Maintenance, or Use
a. Bio-Medical devices and other equipment or systems containing media (hard drives, optical disks, etc.) with
(1) Vendor must accept the system without the drive;
(2)
(3)
(4) Due to the highly specialized and sometimes proprietary hardware and software associated with medical equipment/systems, if it is not possible for the
(a) The equipment vendor must have an existing BAA if the device being traded in has sensitive information stored on it and hard drive(s) from the system are being returned physically intact; and
(b) Any fixed hard drive on the device must be non-destructively sanitized to the greatest extent possible without negatively impacting system operation. Selective clearing down to patient data folder level is recommended using
(c) A statement needs to be signed by the Director (System Owner) that states that the drive could not be removed and that (a) and (b) controls above are in place and completed. The ISO needs to maintain the documentation.
6.6 SECURITY INCIDENT INVESTIGATION
a. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to
b. To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to
6.7 LIQUIDATED DAMAGES FOR DATA BREACH
a. 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
b. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the
(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
(6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.
7. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). No GFE/GFI is needed or required.
8. Other Pertinent Information or Special Considerations. See below
Identification of Possible Follow-on Work. Not Applicable
b. Identification of Potential Conflicts of Interest (COI). Not Applicable
c. Identification of Non-Disclosure Requirements. Not Applicable
d. Packaging, Packing and Shipping Instructions. Not applicable
e. Inspection and Acceptance Criteria. Template creation for Veteran Discharge Instructions and Patient Education will be developed, piloted in Urgent care prior to implementation in the Acute Medical Inpatient units. Clinical engagement is the key to success. To have clinical support Contractor will first need to provide an application workflow that works. It will be important to standardize department workflow out of CONTRACTOR Patient Instructions to provide consistent education to the Veterans. Champions will be sought out at the facility to ensure the most efficient use of the Contractor application. Contractor agrees to
continued support by listening and addressing configuration and site specific content to meet ongoing needs. Updates include routine clinical content updates through research based information and new topics upon request. After live use begins, Contractor will provide all the benefits of our support including 24/7-hour support line. In addition to standard support, the implementation specialist(s) will continue to work with our facility to meet the goal expectations that are established. Contractor will provide or give tools to report on system use data.
9. Risk Control As a web-based product, OIT and the Information Security Officer was involved in planning and access security is a priority. Contractor staff accessing
The Region 03 COTS team and the Contractor will assure that- No other information except what is in this contract will be shared with the contractor in any follow up communication. Sensitive
During onsite service, the Vendor shall be chaperoned by VA Personnel.
Non-volatile memory devices, working or non-working, shall NOT be removed from the
Updates and repairs will be coordinated through Region 03 COTS Team.
10. Place of Performance. Product is web-based and will be implemented with the assistance of Region 3 COTS team with the access residing on a virtual server. No patient data is stored within that local computers. As documentation is completed the information will be stored within the electronic medical record for that patient. All data is protected on the Region 03 virtual server with the firewall.
11. Period of Performance.
12. Delivery Schedule. To be determined at the time of contract for coordination through Region 03 COTS team.
Link/URL: https://www.fbo.gov/spg/VA/DaVAMC552/DaVAMC552/VA25017Q0933/listing.html
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