36A79719Q0002-561.pdf

Transition to Generic Specifications

Healthcare Technology Management Program Office

National Acquisition Center

HEALTHCARE TECHNOLOGY MANAGEMENT

Overview

• VHA is transitioning from use of benchmark vendor quotations to generic specifications to describe requirements for medical imaging technology

• Goals:

– Foster competition, drive value to the Government

– Promote fair opportunity to industry

– Improve definition of salient characteristics and minimum specifications

• VHA will iteratively transition to use of generic specifications through Fiscal Year 2019 and completely transition in Fiscal Year 2020

• Industry participation and feedback is welcome

– VHA plans to host regular meetings with industry

– VHA encourages suggestions for success & observations from experience gained

– Lessons learned will be identified and incorporated following each consolidation

Timeline

Se p te m b e r

8 VISNs 1, 15, 20, and 23 pilot use of generic specifications

Fe b ru ar y

9 VISNs 1, 15, 20, and 23 continue to pilot use of generic specifications

M ay

9 Additional

VISNs begin transition to use of generic specifications

VA

incorporates lessons learned from pilot

Se p te m b e r

9 Additional VISNs begin transition to use of generic specifications

VA

incorporates lessons learned from pilot

Fi sc al Ye ar

0 All VISNs are transitioned to use of generic specifications for most requirements

VA refines process based on internal lessons learned and industry suggestions

• VISNs 1, 15, 20, and 23 are piloting use of generic specifications in the September 2018 Consolidation for some requirements.

September 2018 Pilot – Pilot Cohort #1

HTME VISN

Requisition

Number in Action Equipment Type

VISN 1: VA New England Healthcare System 402-B81002 XR PORT C ARM VISN 1: VA New England Healthcare System 523-B81008 XR US VISN 1: VA New England Healthcare System 523-B81009 XR US VISN 1: VA New England Healthcare System 523-B81010 XR US VISN 1: VA New England Healthcare System 523-B81011 XR US VISN 1: VA New England Healthcare System 523-B81012 XR RAD VISN 1: VA New England Healthcare System 523-B81013 XR RAD VISN 1: VA New England Healthcare System 523-B81014 XR PORT C ARM VISN 1: VA New England Healthcare System 523-B81015 XR PORT C ARM VISN 1: VA New England Healthcare System 608-B83003 XR US VISN 1: VA New England Healthcare System 631-B80017 XR RF VISN 1: VA New England Healthcare System 689-B81008 XR PORT C ARM VISN 1: VA New England Healthcare System 689-B81009 XR US VISN 15: VA Heartland Network 589-B80016 XR CT VISN 15: VA Heartland Network 589-B82017 NM PET CT VISN 15: VA Heartland Network 589-B83004 XR RF VISN 20: VA Northwest Network 668-B80015 XR RF VISN 23: VA Midwest Health Care Network 636-B80114 XR PORT C ARM

VISN 23 Special Consolidation – Pilot Cohort #2

HTME VISN Requisition Number in Action Equipment Type VISN 23: VA Midwest Health Care Network 618-B89014 XR MRI

VISN 23: VA Midwest Health Care Network 618-B89015 XR MRI

VISN 23: VA Midwest Health Care Network 618-B89016 XR MRI

VISN 23: VA Midwest Health Care Network 618-B89017 XR MRI

VISN 23: VA Midwest Health Care Network 618-B89018 XR MRI

VISN 23: VA Midwest Health Care Network 618-B89025 XR MRI

VISN 23: VA Midwest Health Care Network 618-B89026, B89027 XR PORT RAD

VISN 23: VA Midwest Health Care Network 618-B89028 XR PORT RAD

VISN 23: VA Midwest Health Care Network 618-B89029, B89030 XR PORT RAD

VISN 23: VA Midwest Health Care Network 618-B89031, B89032, B89033 XR PORT RAD

VISN 23: VA Midwest Health Care Network 618-B89034, B89035, B89036, B89037 XR PORT RAD

VISN 23: VA Midwest Health Care Network 618-B89038, B89039, B89040, B89042 XR PORT RAD

VISN 23: VA Midwest Health Care Network 618-B89043 XR PORT RAD

VISN 23: VA Midwest Health Care Network 618-B89044, B89045, B89046 XR PORT RAD

VISN 23: VA Midwest Health Care Network 618-B89047, B89048 XR PORT RAD

VISN 23: VA Midwest Health Care Network 618-B89049 XR MAMMO

VISN 23: VA Midwest Health Care Network 618-B89050, B89051 XR MAMMO

VISN 23: VA Midwest Health Care Network 618-B89052, B89052 XR MAMMO

Solicitation Documentation

• Requirements described using generic specifications will be posted with the following main documents:

Statement of Work

Compliance Matrix

Statement of Work

• The statement of work (SOW) outlines minimum requirements and may be used to represent multiple similar requirements within a VISN.

• The statement of work is structured in 7 sections:

– Requirement Overview – Includes a brief description of the requirement (including requesting facility, quantity, and intended applications).

– Technical Requirements – Lists equipment requirements (including physical specifications, security/connectivity requirements, and advanced applications).

Any specifications that will add value to vendor proposals are also listed here.

– Training Requirements – Lists required training for the equipment.

– Service Requirements – Lists minimum requirements for service.

– Other Information/Documentation Requested – Outlines proposal requirements.

– Trade-in – Provides information on any equipment available for trade-in.

– Summary of Requirements – Only for SOWs representing multiple similar requirements. Outlines minor variances in requirements for each facility.

Added Value

• SOWs may include specifications that are preferred and present added value to the VA.

• Vendors can propose features beyond those listed in the SOW, including additional training sessions, extended warranty offerings, etc.

• Any characteristics included in proposals that exceed the minimum requirements will be evaluated based on the value they add to the VA.

Compliance Matrix

• The compliance matrix lists all the requirements outlined in the SOW.

• Vendors are expected to complete the compliance matrix with responses for each specified requirement and include it with the proposal.

Fill out table with vendor name, medical device manufacturer, model number, and quote number.

Fill out table with the vendor response (“exceeds”, “meets”, “partially meets”, or “doesn’t meet”) to each requirement and corresponding location of supporting information and any additional information/explanations

Proposal Submission Instructions

• Vendors are required to include the following documentation in proposals:

– Completed compliance matrix

– Supporting documentation (including product brochures, DICOM conformance statements, FIPS 140-2 certification, and information on FDA safety recalls)

– Completed MDS2 form and 6550 Appendix A

– Quotation(s)

– Information on any added-value offerings included in the proposal (if applicable)

• To be considered complete, vendor proposals must meet all requirements outlined in the statement of work and include all documentation necessary for a full technical evaluation to be conducted.

• Refer to the Instructions for Offerors for full guidance on proposal submission requirements.

Proposal Submission Instructions

• Vendors are expected to follow NAC naming standards for all submitted documentation.

• The compliance matrix spreadsheet will already be named according to the naming convention; vendors will only need to add their name to the file name.

• Improper file naming may lead to disqualification.

• Refer to the Instructions for Offerors for full guidance on file naming requirements.

Questions