36C10A20Q0006-000.docx

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Veterans Health Administration (VHA)

VISN 10 Sterile Processing Workflow Real Time Location System

(RTLS SPW)

System Maintenance

Date: 04/06/2017

PWS Version Number: 1.0

Contents

BACKGROUND

Real Time Location System (RTLS) is an umbrella term that includes multiple technologies for locating and tracking items. It includes Wireless Fidelity (Wi-Fi) based location finding, active and passive Radio Frequency Identification (RFID), and a number of other location technologies, including ultrasound (US) and infrared (IR). The potential uses and benefits of this technology throughout VA are significant, and include improvement of quality of patient care, improved patient satisfaction, reduction of health care asset management costs, improvement of capacity/resource planning, improvement of employee and patient safety, as well as improvement of general asset management and inventory.

Censis’ tracking system, Censitrac, is used for tracking reusable medical devices through the workflow of Sterile Processing Services (SPS) from decontamination to the operating room. Censitrak works by scanning 2-D barcodes that are electro-chemically etched into the reusable medical devices. Standard barcodes are used for identifying instrument containers, case carts, peel packs, endoscopes, and locations and reprocessing. In VISN 10 all eleven facilities use Censitrac for tracking their SPS workflow. The interface for the system is currently held in two different software applications depending on the location of the facility due to the merging of the Veterans in Partnership Healthcare Network (VISN 11) and the VA System of Ohio Veterans Integrated Service Network (VISN 10).

NOTE: October 1, 2015 VA System of Ohio Veterans Integrated Service Network (VISN 10) and the Veterans in Partnership Health care Network (VISN 11) integrated. The PWS includes the following facilities:

1) Ann Arbor, VA Medical Center (VAMC) - Ann Arbor, Michigan

2) Battle Creek, VA Medical Center - Battle Creek, Michigan

3) Chillicothe, VA Medical Center – Chillicothe, Ohio

4) Cincinnati, VA Medical Center – Cincinnati, Ohio

5) Louis Stokes Cleveland VA Medical Center – Cleveland, Ohio

6) Chalmers P. Wylie Columbus VAACC, Columbus, Ohio

7) Danville, VA Medical Center – Danville, Illinois

8) Dayton, VA Medical Center – Dayton, Ohio

9) Detroit, VA Medical Center – Detroit, Michigan

10) Indianapolis, VA Medical Center – Indianapolis, Indiana

11) Northern Indiana Health Care, VA Medical Centers – Fort Wayne and Marion, Indiana

12) Saginaw, VA Medical Center-Saginaw, Michigan

APPLICABLE DOCUMENTS

SCOPE OF WORK

The contractor shall provide the subscription service for GovCloud support and maintenance to host the Censis system. Additionally, the contractor shall provide the any associated software licenses.

1.1 Requirements

*Sites listed in Section 1.0 Background

1.2 ORDER TYPE

The offeror shall propose a solution based on a firm fixed price (FFP) basis.

PERFORMANCE DETAILS

1.3 PERFORMANCE PERIOD

The base period of performance shall be 12 months from date of award. There shall be two (2) 12-month options.

1.4 PLACE OF PERFORMANCE

The vendor shall perform tasks under this PWS in Contractor facilities. In cases where the vendor cannot work remotely, tasks the vendor may do work at the VA facilities noted above.

1.5 TRAVEL

The Government only anticipates travel under this effort to perform the tasks associated with any on-site software maintenance that the vendor cannot accomplish remotely. The offeror shall include all estimated travel costs in the firm-fixed price proposal. The Government will not directly reimburse.

1.6 CONTRACT MANAGEMENT

The Contractor’s Progress, Status, and Management Report shall address the TO as set forth in this contract.

1.7 GOVERNMENT FURNISHED PROPERTY

Not applicable

1.8 SECURITY AND PRIVACY

1.8.1 POSITION/TASK RISK DESIGNATION LEVEL(S)

The position sensitivity and the level of background investigation commensurate with the required level of access for the following tasks within the PWS are:

Position Sensitivity and Background Investigation Requirements by Task

The Tasks identified above and the resulting Position Sensitivity and Background Investigation requirements identify, in effect, the Background Investigation requirements for Contractor individuals, based upon the tasks the particular Contractor individual will work. The submitted Contractor Staff Roster must indicate the required Background Investigation Level for each Contractor individual based upon the tasks the Contractor individual will be working, in accordance with their submitted proposal.

SPECIFIC TASKS AND DELIVERABLES

1.9 SOFTWARE Integration, MAINTENANCE, AND Monitoring Support The vendor shall provide the monitoring mechanism for each facility for each cloud server hosting Censitrac in VISN 10 and including Danville. The monitoring shall include servers, connectors, Censitrac software, and all other SPS RTLS infrastructure other than the VA owned wireless infrastructure.

The Contractor shall provide software maintenance and support 24 hours per day, seven days per week, 365 days per year, including all holidays. The Contractor shall provide support via email and phone response. The Contractor shall provide remote software fixes, if possible, and via on site staff if necessary. The Contractor shall maintain the software by providing bug fixes, version releases, patches, and updates on a quarterly basis.

The Contractor shall document any maintenance and support activities in the Weekly Status Report.

Deliverables A. System Monitoring and Software Support Plan

1.9.1 SUPPORT RESPONSE TIMES

The Contractor shall provide the following levels of support response times:

Severity 1: Produces an emergency in which the software for the location services or connectors is inoperable, produces incorrect results, or fails catastrophically.

Response: The Contractor shall provide hotline support within 60 minutes, and continuous resolution attempts until the issue is resolved. The Contractor shall resolve Severity 1 problems in less than seventy-two (72) hours.

Severity 2: Produces a detrimental situation in which performance (throughput or response) of the software degrades substantially under reasonable loads, such that there is a severe impact on use; the software is usable, but materially incomplete; one or more functions or commands is inoperable; or the use is otherwise significantly impacted.

Response: The Contractor shall provide hotline support within 2 hours. The Contractor shall resolve Severity 2 problems in less than three (3) days.

Severity 3: Produces an inconvenient situation in which the Licensed Software is usable, but does not provide a function in the most convenient or expeditious manner, and the user suffers little or no significant impact.

Response: The Contractor shall provide hotline support within 2 days. The contractor shall resolve Severity 3 problems in less than seven (7) days.

Severity 4: Produces a noticeable situation, which affects a user in some way and is reasonably correctable by a documentation change or by regular release from the Contractor.

Response: The Contractor shall resolve Severity 4 problems in the regularly scheduled quarterly maintenance release.

1.10 Upgrades, Testing, and Validation

All necessary software upgrades, testing of new versions, and validation of the updates’ capability with the VA system is the responsibility of the contractor. Upgrades shall provide fixes to bugs and enhancements. Prior to releasing a software update the contractor shall test and validate the software in a pre-production environment which emulates the VA system to minimize downtime. The contractor shall provide an upgrade and testing plan for each upgrade. The contractor shall not install updates unless test results show success and approval by the COR. The contractor will use the server hosting environment provided by the VA for the live system, test system, and other systems.

Deliverables:

A. Upgrade and Testing plans

GENERAL REQUIREMENTS

1.11 PERFORMANCE METRICS

The table below defines the Performance Standards and Acceptable Performance Levels for Objectives associated with this effort.

Efficient and effective in meeting requirements Meets technical needs and mission requirements Offers quality services/products Meets response criteria of PWS para 5.3.1

Satisfactory or higher

1. Severity 1 Response times met 100% 2. Severity 2,3,4 Response times met 95 %

Products completed, reviewed, delivered in timely manner Notifies customer in advance of potential problems Satisfactory or higher

Personnel possess necessary knowledge, skills and abilities to perform tasks Satisfactory or higher

Services/products delivered were of desired quality Satisfactory or higher

The Government will utilize a Quality Assurance Surveillance Plan (QASP) throughout the life of the contract to ensure that the Contractor is performing the services required by this PWS in an acceptable manner. The Government reserves the right to alter or change the surveillance methods in the QASP at its own discretion. The Government will use a Performance Based Service Assessment Survey will be used in combination with the QASP to determine acceptable performance levels.

1.12 FACILITY/RESOURCE PROVISIONS

The Government will provide office space, telephone service and system access when authorized contract staff work at a Government location as required in accomplishing the Tasks associated with this PWS. The Government will provide all procedural guides, reference materials, and program documentation for the project and other Government applications on an as-needed basis.

Medication Reconciliation Tool The Contractor shall request other Government documentation deemed pertinent to the work accomplishment directly from the Government officials with whom the Contractor has contact. The Contractor shall consider the COR as the final source for needed Government documentation when the Contractor fails to secure the documents by other means. The Government expects the Contractor to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work.

PerformanceWorkStatementTemplate_APR_30_2013

Page 1 of

FedBizOpps Sources Sought Notice

CLASSIFICATION CODE

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

RESPONSE DATE (MM-DD-YYYY)

ARCHIVE

DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

DESCRIPTION

See Attachment

AGENCY'S URL

URL DESCRIPTION

AGENCY CONTACT'S EMAIL

ADDRESS

EMAIL DESCRIPTION

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field FedBizOpps Sources Sought Notice Rev. March 2010 D GovCloud Solution to host Censis Censitrac 78744 36C10A20Q0006 10-18-2019 N 541519 Department of Veterans Affairs Technology Acquisition Center - Austin 1701 Directors Blvd, Suite 600 Austin TX 78744 daniel.winterroth@va.gov Daniel.winterroth@va.gov Daniel.winterroth@va.gov Request for Information/Sources Sought Industry Input Needed This is a Request for Information (RFI) to conduct market research to determine the availability of vendors capable of providing the requirement for Censis Technologies, Inc., GovCloud as described in detail in the attached DRAFT Product Description. This RFI does not guarantee the issuance of an RFQ/RFP. VA currently intends to solicit this requirement as Sole Source because the availability for resellers of the product is unknown. If you have the ability to provide the Censis’ GovCloud outlined in the Product Description, please respond to this RFI with a statement of capabilities. Further, if you have a similar software/service, please respond to this RFI with a capabilities statement and supporting documentation capable of validating the equivalent product/service capabilities. If the entire Censis’ GovCloud requirement, or an equivalent, outlined in the Product Description is available from your company under a General Services Administration (GSA) contract or other contract vehicle, please let us know in your response.

This RFI is issued solely for information and planning purposes it does not commit the Government to contract for any supply or service whatsoever. The VA is not, at this time, seeking proposals and will not accept unsolicited proposals. Responders are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested vendor's expense. Not responding to this RFI does not preclude participation in any future RFQ/RFP, if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. All submissions become Government property and will not be returned.

Requirement

Real Time Location System (RTLS) is an umbrella term that includes multiple technologies for locating and tracking items. It includes Wireless Fidelity (Wi-Fi) based location finding, active and passive Radio Frequency Identification (RFID), and a number of other location technologies, including ultrasound (US) and infrared (IR). The potential uses and benefits of this technology throughout VA are significant, and include improvement of quality of patient care, improved patient satisfaction, reduction of health care asset management costs, improvement of capacity/resource planning, improvement of employee and patient safety, as well as improvement of general asset management and inventory.

Censis’ tracking system, Censitrac, is used for tracking reusable medical devices through the workflow of Sterile Processing Services (SPS) from decontamination to the operating room. Censitrak works by scanning 2-D barcodes that are electro-chemically etched into the reusable medical devices. Standard barcodes are used for identifying instrument containers, case carts, peel packs, endoscopes, and locations and reprocessing. In VISN 10 all eleven facilities use Censitrac for tracking their SPS workflow. The interface for the system is currently held in two different software applications depending on the location of the facility due to the merging of the Veterans in Partnership Healthcare Network (VISN 11) and the VA System of Ohio Veterans Integrated Service Network (VISN 10).

NOTE: October 1, 2015 VA System of Ohio Veterans Integrated Service Network (VISN 10) and the Veterans in Partnership Health care Network (VISN 11) integrated. The PWS includes the following facilities:

13) Ann Arbor, VA Medical Center (VAMC) - Ann Arbor, Michigan

14) Battle Creek, VA Medical Center - Battle Creek, Michigan

15) Chillicothe, VA Medical Center – Chillicothe, Ohio

16) Cincinnati, VA Medical Center – Cincinnati, Ohio

17) Louis Stokes Cleveland VA Medical Center – Cleveland, Ohio

18) Chalmers P. Wylie Columbus VAACC, Columbus, Ohio

19) Danville, VA Medical Center – Danville, Illinois

20) Dayton, VA Medical Center – Dayton, Ohio

21) Detroit, VA Medical Center – Detroit, Michigan

22) Indianapolis, VA Medical Center – Indianapolis, Indiana

23) Northern Indiana Health Care, VA Medical Centers – Fort Wayne and Marion, Indiana

24) Saginaw, VA Medical Center-Saginaw, Michigan

SCOPE OF WORK

The contractor shall provide the subscription service for GovCloud support and maintenance to host the Censis system. Additionally, the contractor shall provide the any associated software licenses. Please note that requirements defined to date may change before a final RFQ is released. RFI requirements are as follows:

1. Please review the attached Draft Performance Work Statement.

2. Please acknowledge if your company is a certified authorized provider of Censis software and maintenance support services.

3. Submit responses and related information via email to:

Daniel.Winterroth@va.gov by 3:00 P.M. Central Standard time, October 18, 2019. Proprietary/company confidential material shall be clearly marked on every page that contains such. Include the name, phone number, and email address of the lead from your organization. VA reserves the right to not respond to any or all emails or materials submitted.

Page 1 of Page 1 of image1.jpeg