36C24423Q0494.docx

Special Notice Special Notice

GENERAL INFORMATION

Network Contracting Office 4

1010 Delafield Road

POINT OF CONTACT*

Contracting Officer Angelamarie.Scott@va.gov Angelamarie.Scott@va.gov 412-537-0027

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

NOTICE OF INTENT TO SOLE SOURCE:

IAW FAR 5.101 this notice is to advise the public that The Department of Veterans Affairs Network Contracting Office 4, intends to award a sole source, Firm-Fixed-Price Contract to Avicenna Medical systems, Inc. Per FAR 8.405-6(a)(1)(B) VA requires software maintenance and software support for the Medication Reconciliation Tool for Pittsburgh VA Healthcare System for a base year with two (2) option years, exercisable at the Government’s discretion. This critical component with Software is that it interfaces with both VistA/CPRS per Statement of Work.

THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE PROPOSALS or QUOTATIONS.

Responsible sources may identify their interest by submitting capability information that clearly demonstrates the capability to perform the required work and licenses for Software. Capability information is required by 4:00 PM EST, Wednesday, February 22, 2023 to establish the ability of the source to meet this requirement. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government.

Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. The Government will not be responsible for any costs associated with the preparation of responses to this notification. All inquiries and submittals must be sent via email to Angelamarie Scott, Contracting Officer, Angelamarie.scott@va.gov . Telephone inquiries will not be accepted.

STATEMENT OF WORK

Contractor shall provide enhanced software maintenance and software support for the Medication Reconciliation Tool for Pittsburgh VA Healthcare System for a base year with two (2) option years, exercisable at the Government’s discretion.

I. SITE LOCATIONS:

Pittsburgh VA Healthcare System University Drive Pittsburgh, PA 15240

II. BACKGROUND:

The computerized Patient Record System (CPRS) is a Veterans Health Information Systems and Technology Architecture (VistA) software application. CPRS enables care providers to create, read, and update patient information. The system can be used to order lab tests, medications, diets, radiology tests, procedures, track reactions to medications, request and track consults, enter progress notes, diagnoses, and treatments for each encounter, and enter discharge summaries.

This critical component with Tool is that it interfaces with both VistA/CPRS.

CPRS limitations include data filtering, sorting and trending in a format that helps the provider quickly view and evaluate the data. Providers have limited clinic time with increased documentation demands and patient load. An electronic medication reconciliation tool shall provide these functions by collating and trending data from across the VA’s care continuums.

III. SCOPE OF WORK:

Contractor shall perform software maintenance support for the Medication Reconciliation (MedRec) Tool which includes 24/7 help desk support by phone and email; remote and on-site software fixes when issues are detected as well as version releases, patches, and updates on a quarterly basis.

Enhanced software support plan coverage shall include:

1. 24/7 Telephone Support

2. 24/7 Accesses to IT product specialists

3. Remote Diagnostics Support

4. Safety Updates

5. Annual Performance Enhancing Updates

IV. DESCRIPTIONS

“Hardware” shall refer to monitors and modules manufactured by and supplied to customer by company.

“Software” shall refer to software and/or firmware which is manufactured by and supplied to customer by company.

“Update” shall refer to all modifications, changes, and enhancements which company elects to incorporate into and make part of the software and does not separately price or market. “Upgrade” shall refer to all modifications, changes, and enhancements that add features or functionality to Avicenna’s software that Avicenna separately prices and markets.

The Medication Reconciliation Tool (MedRec tool) works by combining all medications from multiple sources into a single easy to manage, master list. The medications are logically ordered so that the user can efficiently and accurately reconcile medications at both admission and discharge. The tool allows the provider to generate patient-friendly lists emphasizing new, changed, or discontinued medications.

The tool is also being used in the outpatient setting in primary care and the emergency department to generate a pre-appointment medication list that allows the patient to play a role in providing an accurate medication list prior to their outpatient visit.

The MedRec tool fully integrates with VistA/Computerized Patient Record System (CPRS). The tool assists with the VA-specific workflow for all health providers. The ability for the tool to interface with VistA/CPRS and incorporate VA-specific provider workflow is vital as the end product list will need to pull and push information between VistA/CPRS and the software tool in order to promote patient safety.

The MedRec tool aggregates medications from multiple VA sites (i.e., other VA medical centers and outpatient clinics, inpatient medications, outpatient medications, suspended/inactive/ expired medications, non-VA medications, as well as remote medications found in the separate program VistA Web). The tool then constructs an intuitive single display of medications which allows for a complete, efficient and rational review of a patient’s entire prescription medication history and is the basis for perfect reconciliation of these medications. This tool will allow physicians to have a complete picture of the patient’s medical history so they can make more informed decisions on future treatment. The tool is both physician-centric and patient-centric because the generated patient-friendly medication list, that clearly specifies new, changed, or discontinued medications, which can be given to the patient if desired.

Prior to possessing this capability, pharmacists and physicians using CPRS had to reconcile medications by frequently relying on incongruent medication lists, which increased the potential of committing a significant medication error and jeopardizing patient safety.

Software maintenance support requirements include 24 hours per day, 365 days per year help desk support by phone and email; remote and on-site software fixes when issues are detected as well as version releases, patches and updates on a quarterly basis.

V. HOURS OF SUPPORT SERVICES:

1. Hours of telephone support services are defined as 24 hours a day/7 days a week. Coverage shall include support in the operation, planned maintenance, and corrective maintenance of equipment covered by the agreement. This includes remote diagnostic support.

2. Hours of Accesses to IT Product Specialists are defined as 24 hours a day/7 days a week. Coverage shall include enhanced telephone support for the corrective maintenance of IT Equipment covered by the agreement.

3. Safety Update Services are defined as 7 days a week from 8:30 AM to 5:00 PM EST. Coverage shall include any travel, accommodation, labor, and software required to complete the safety update.

VI. SUPPORT SERVICES:

Contractor shall provide any travel, accommodation, labor, and software required to complete performance enhancing updates at the customer’s site, 7 days a week from 8:30 AM to 5:00 PM EST, to include up to one (1) performance enhancing update per year for currently supported products.

Contractor shall provide the Contracting Officer Representative (COR) a monthly progress report by the 5th day of each month throughout the period of performance. Progress Report shall contain maintenance or support that was provided that month, any upcoming software updates, any periodic fixes, and any downtime instances.

VII. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:

Contractor shall assure fully qualified staff are available to provide support services described in the statement of work. Upon request by the COR, the contractor shall provide written assurance of the competency of their personnel on the specific systems covered in this agreement.

VIII. SAFETY REQUIREMENTS:

In the performance of this contract, the Contractor shall take such safety precautions as the COR may determine to be reasonably necessary to protect the lives and health of occupants of the building. The COR shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served on the contractor or their representative at the work site shall be deemed sufficient for the corrective actions to be taken. If the contractor fails or refuses to comply promptly, the Contracting Officer (CO) may issue an order stopping all or part of the work, and hold the contractor in default.

IX. INVOICING

Contractor shall invoice monthly in arrears through the approved VA invoicing system.

X. PERFORMANCE MONITORING

Contractor performance shall be monitored through the progress report identified in section VI, through timely/accurate invoices, and through monitoring system operational uptime. The system shall be operational 96% of the time and downtime shall be measured through the work order process and service reports.

(End of Statement of Work) End of Document

Special Notice