36C24623Q1368.docx

SUBJECT*

DSS LiveData PeriOp Manager System Brand Name or Equal Requirement SDVOSB Set-Aside

GENERAL INFORMATION

Salem VA Medical Center

1970 Roanoke Blvd

Salem VA

COUNTRY

CONTACT INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

POINT OF CONTACT*

Contract Specialist James Risbon james.risbon@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

DESCRIPTION

Pre-solicitation Notice for RFQ 36C24623Q1368 This Pre-solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

The Pre-solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2023-05 published in the Federal register August 08, 2023.

This is a Pre-solicitation notice. This Pre-solicitation notice is not a request for formal proposals or quotes. Solicitation, 36C24623Q1368, will be issued on or about 20 September 2023. The Department of Veterans Affairs, Salem VA Medical, Salem VA has a requirement for an DSS LiveData PeriOP Manager / PeriOP Planner System. Contractor shall provide a system that is fully integrated with Salem VA systems (VISTA and CPRS), (6 OR areas-software licenses, software installation, implementation set-up, training, travel, hardware, hardware installation to ensure a complete system integration). Period of performance will be for a base year only.

This solicitation is for a Brand Name or Equal, SDVOSB Set-Aside.

The associated North American Industrial Classification System (NAICS) code for this procurement is 334111 (Electronic Computer Manufacturing) with a small business size standard of 1250 employees. The FSC/PSC is 7B21 (IT and Telecom -Compute: Hardware and Perpetual License Software). All correspondence and responses shall be via e-mail to james.risbon@va.gov. Telephone requests for information or questions will NOT be accepted.

Offerors are responsible for downloading all documents including amendments from Contracting Opportunities at sam.gov website without further notification from the Contracting Officer.

Presolicitation Notice Presolicitation Notice

Presolicitation Notice

STATEMENT Of WORK DSS LiveData PeriOp Manager System Surgical Solution Application Requirements:

1. Collect procedure specific data (start/stop times, room open/room closed, first case starts, turnaround time, OR utilization, OR block time, overtime, out of block utilization, surgeon/anesthesia arrival time) via clicker to eliminate mistyping and data entry errors.

2. Collect data from the OR, e.g. "Time Out " with the use of a wireless device inside the operating room thereby eliminating keyboarding errors.

3. Display overall information on the perioperative process and progress of the patient through the process in the OR on multiple screens and for multiple audiences in order to maintain privacy requirements when/where necessary. Each display screen should display only the relevant information for each patient in each of the following areas: patient check in, preop / day surgery, operating room, family waiting room, OR control desk / command center, and SPS.

4. Have the ability to schedule patients for surgery.

5. Have the ability for bi-directional integration with VistA and Cerner.

6. Have a schedule board view and allow for “drag and drop” to reschedule patients on any day of surgery.

7. Have an appointment book view (both daily and monthly views) that can display if a given surgery schedule block is at capacity or not.

8. Have a means to allocate and track surgery services scheduling block by day of the week and by operating room.

9. Have a means to edit master block schedule to maximize utilization of operating rooms.

10. Have the ability to create a surgery case by entering in specific patient, procedure, staff and operating room data.

11. Have a means to create surgical patient’s pre-operative work up and track its completion.

12. Anonymize patient information and align with HIPAA regulations.

13. Capable of sending SMS text messages to track patient’s surgical journey

14. Capable of printing a HIPPA compliant document from a web native board for friends and family who are waiting to track their loved on a screen.

15. Capable of displaying Patient’s COVID status.

16. Ability to proactively improve KPI metrics with real time data collection.

Reports Requirement The solution shall:

1. Include a report generator to document:

A. Pre-operative events.

i. Total time to complete Pre-Op prep/checklist process

i. Total length of stay in Pre-Op

ii. Order in which the Pre-Op prep/checklist was completed

iii. Time to complete each Pre-Op Checklist item

iv. Time Patient occupied Pre-Op bed/bay after Pre-Op checklist was completed B. Operating room events.

i. Time into OR / Time out of OR

iii. Operative Time (Incision time to close time)

iv. Turnover time

v. OR Block Utilization by Surgeon (Percentage of OR time utilized as compared to OR time allocated/blocked for a given surgeon)

vi. OR Block Utilization by Service (Ortho, Urology, General, etc...)

vii. Time out procedure time (Time safety checklist is started to time safety checklist has been completed).

C. Schedule events.

i. Total number of ORs anticipated and actually running each day

ii. Total number of patients on the surgery waiting list

1. Provides easy data access for further site-level analysis The reports would use the measures listed above but be customizable by the facilities. No additional measures, other than those listed above are required to be included in the ad-hoc reports.

Interface Requirements The system provided shall interface with:

1. Veterans Information Systems and Technology Architecture (VistA) Surgery Package- Solution shall supply all VA defined required data elements to VistA Surgery at defined trigger points in the Surgery Scheduling and tracking process; VistA Surgery will continue to supply data to other VistA modules per current processes.

2. VistA Integration – Accepts and filters information from VistA to allow views of VistA data elements i.e. labs, surgery scheduling. Proposed solution shall have an interface capable of accepting patient demographic information and order messages received from the VistA Surgery package. These data elements should be provided in real time and updated automatically.

3. Text Integration Utilities - Solution shall search TIU Notes for specific note titles to alert staff of preoperative milestone completion.

4. Patient monitors – Proposed solution shall receive vital signs related information from the patient monitors located in the operating rooms.

Server Requirements

1. VA shall provide and manage the virtual servers required for the solution.

Display Board Workstation Requirements The Display Board workstations shall:

1. Provide computer and associated software licenses in the specified quantities A. Have an OS shall be a currently supported OS B. Provide three-year warranty coverage for physical hardware.

2. Commercial grade monitor and quantity as defined below:

A. Facility, Surgical Suites/ ORs B. Pre-Op units C. Patient Waiting Rooms and additional units D. Anesthesia Workrooms E. Other Area’s F. Includes mounting brackets and associated cables G. Any necessary data line pulls, patient waiting area, Pre- Op Holding, PACU, OR suites, Anesthesia work rooms, SPS, break rooms, scheduling desk, main OR hallway, and any other indicated area(s).

Installation and Configuration Requirements

1. The Installation shall consist of the following:

A. The selected contractor shall conduct site surveys of each of the designated locations within 60 days following contract award.

B. Each site survey shall include all electrical and IT cable drops necessary.

2. Complete installation of each display board workstation:

C. Any necessary electrical work required to power monitor and associated PC

3. Configuration shall consist of:

A. Interface testing, with the following documentation:

i. Kids build for VistA Interfaces

ii. Patch descriptions

iii. Test scripts

iv. Installation guides

v. Implementation and back out plans B. Pre-operative events display information configuration requirements:

i. Work with the VHA clinical staff to document pre-operative milestones and process flow for each of the milestones.

ii. Map VistA/CPRS data elements to pre-operative milestones and document milestone completion criteria.

iii. Document criteria for marking a patient ready for transport to Operating Room for planned surgical procedure.

iv. Setup alert conditions and appropriate notification mechanism.

v. Setup access control for access to Pre-Op milestone completion.

vi. Identify locations where read-only Pre-Op dashboard displayed for use by perioperative staff.

C. Operating Room events display information configuration requirements:

i. Work with the VHA clinical staff to document clinical process flow

ii. Verify mapping of VistA/CPRS data elements to display board.

iii. Configure display board to accept data from physiological monitors

iv. Configure site-specific checklists.

D. Scheduling events display information configuration requirements:

i. Identify locations where read only OR-Schedule dashboard will be displayed for use by perioperative staff

ii. Define dashboard configuration for each of the locations.

iii. Define access control list for users who can modify the day of surgery schedule

iv. Define application URL and mechanism to deploy URL for use by authorized users.

E. Family Waiting display information configuration requirements:

i. Work with hospitals’ perioperative staff to configure

ii. Identify locations where display monitor will be located for use by patients loved ones.

iii. Define display board workstation configuration for each of the locations.

F. Analytics Package configuration requirements:

i. Configure predefined reports

ii. Configure analytic to host data for above reports

iii. Define access control list for users who can access these reports

iv. Define application deployment method for authorized users.

· Clinical applications training for super-users, nurses, physicians, and other clinical staff shall be provided onsite during go-live

· Training shall be provided on the user interface, application, and its features

· Training shall provide super-users and end-users with the capability of being self-sufficient in operating the system by the end of the training session.

ii. Provide quick notes or reference guides during on-site training during the Go Live Training.

Scope of Services:

1. PreOp Board A. Must work with the VHA clinical staff to document PreOp milestones and process flow for each of the milestones.

B. Must map VistA/CPRS data elements to PreOp milestones and document milestone completion criteria.

C. Must document criteria for indicating patient readiness for transport to Operating Room for planned surgical procedure.

D. Must setup alert conditions and appropriate notification mechanism.

E. Must setup access control for access to PreOp milestone completion web forms.

F. Must identify locations where read-only PreOp dashboard is displayed for use by perioperative staff.

G. If software is deemed by VHA I.T. or VHA ISO to require PIV card authorization enabled, Contractor must develop software to enable PIV card reading and authorization.

H. Contractor must train end-users in use of the software system I. Contractor must train CAC, Surgical ADPAC and super-users in use and maintenance of the software system

2. PeriOp Planner A. Must visually coordinate the patient’s steps from first referral through preparation to scheduling B. Must maximize efficiency and block utilization C. Must interface with VistA Surgical package to allow for scheduling, rescheduling and cancellation of cases, which will then populate the VistA Surgical Scheduling package.

D. Includes Integrated tools - A. Service Block Planner which is a separate application that allows surgical service team members the ability to allocate block time by surgical service line in both a Master or repetitive view and in a week to week view to allow for block time changes by service by week; B. Surgery Planner which includes both an Appointment book view by month and by week and an OR-Schedule Board view. All views of Surgery Planner can drag and drop surgical cases to allow for easy rescheduling of surgical cases into alternative operating rooms and / or dates and times.

E. Surgery Planner also allows surgical service team members the ability to create a surgical case for a given patient and document all the required data elements into it to make the request for surgery per the VistA surgical package. Surgery Planner also allows surgical team members to create the preoperative workflow checklist for each patient thereby creating a specific tracking tool that ensures each patient is ready for surgery for which ever date they are scheduled on.

F. Includes daily alerts for surgery team members to be alerted to cases by patient last name, principal procedure, primary surgeon, surgical specialty, and case state.

G. PeriOp Planner allows surgical service team members to search for case or patients by: date, preop workup completion, surgical service or specialty, case ID, patient name, patient ID, principal procedure, operating room, planned principal procedure code, principal preop diagnosis, principal preop ICD diagnosis code, in/out patient status, case scheduled type, surgeon, attending surgeon, principal anesthetist, and a word search.

H. PeriOp Planner includes surgical capacity and planning analytics tracking a given patient's state and preoperative workflow completion during the timeline from consult to surgery.

3. Patient Flow Board

a. Must allow for a smooth patient check-in process for Veteran patients.

b. Must allow for patient’s loved ones receive text message updates on patient’s case progress

c. Must allow for patient status to be communicated from surgical check-in throughout the perioperative unit to the surgical team members via a schedule board and to the patients’ loved ones via text and/or a family waiting board

4. OR-Dashboard A. Must work with the VHA clinical staff to document clinical process flow.

B. Must verify mapping of Vista/CPRS data elements to OR-Dashboard (ORD) visuals.

C. Must be able to configure site-specific pre-procedure checklist and indicate via visual alert/alarm if checklist is incomplete.

D. Must enable setup controls for remote access, if necessary, via VPN, to ORD by authorized hospital staff.

E. If software is deemed by VHA I.T. or VHA ISO to require PIV card authorization enabled, Contractor must develop software to enable PIV card reading and authorization.

F. Contractor must train end-users in use of the software system.

G. Contractor must train CAC, Surgical ADPAC and super-users in use and maintenance of the software system.

5. OR-Schedule Board A. Must work with hospital’s perioperative staff to configure.

B. Must identify locations where read only OR-Schedule dashboard will be displayed for use by perioperative staff.

C. Must define dashboard configuration for each of the locations.

D. Must define access control list for users who can modify the day of surgery schedule and allow Surgical ADPAC to modify individual authorized software access.

E. If software is deemed by VHA I.T. or VHA ISO to require PIV card authorization enabled, Contractor must develop software to enable PIV card reading and authorization.

F. Must define application URL and mechanism to deploy URL for use by authorized users.

G. Contractor must train end-users in use of the software system H. Contractor must train CAC, Surgical ADPAC and super-users in use and maintenance of the software system

6. Family Waiting Board A. Must work with hospital’s perioperative staff to configure B. Must identify locations where dashboard will be displayed for use by patients loved ones.

C. Must define dashboard configuration for each of the locations.

D. If software is deemed by VHA I.T. or VHA ISO to require PIV card authorization enabled, Contractor must develop software to enable PIV card reading and authorization.

E. Contractor must train CAC, Surgical ADPAC and super-users in use and maintenance of the software system

7. Analytics Package A. Must work with hospital’s perioperative staff to configure predefined reports.

B. Report queries must be able to include ability to extract the data record for each unique VISTA surgical case record entered.

C. Must define access control list for users who can access these reports.

D. Must define application deployment method for authorized users.

E. Contractor must train end-users in use of the software system F. If software is deemed by VHA I.T. or VHA ISO to require PIV card authorization enabled, Contractor must develop software to enable PIV card reading and authorization.

G. Contractor must train CAC, Surgical ADPAC and super-users in use and maintenance of the software system H. Contractor must train Service Line members, Surgical Workgroup CIS/ARK Sub-Committee members in use of the analytics package, including electronic conversion of reports to Excel spreadsheet and/or current VHA database and/or SharePoint.

Post Implementation Support Post Implementation support is subject to the following terms and conditions: Contractor VHA Support Services will provide the following services as requested:

During the contract period, the Contractor shall provide technical support service, Monday-Friday between the hours of 8:00 am – 8:00 pm (excluding federal holidays). Contractor will supply support for the duration of contract. Any offsite server or network maintenance or support provided by the Contractor can only be done via CAG access. This shall include all interfaces, remote service or application access, and telephone technical or application support.

· Patient safety issues as defined by VA Directive Number 19-0201 “Patient Safety Notifications” June 2004

· Loss of production data and no procedural work around exists

· Complete loss of a core organizational or business process where work cannot reasonably continue.

· Systems that have failed over into backup or redundancy mode, or that have cut over to Continuity Management or similar availability.

Examples:

· Site is down (server crash).

· One or more applications are inaccessible to all users.

· No workaround is available.

· Any issue where data completeness or accuracy is in question.

(2 business days)* High – A high incident is a problem where a system is functioning but in a severely reduced capacity.

The situation is causing:

· Significant impact to portions of the business operations and productivity.

· No loss of production data and / or a procedural work around exists.

· The system is exposed to potential loss or interruption of service. Includes incidents that significantly impact development and/or production, but where an alternative operation is available.

· Examples:

· One or more users impacted from completing their task, but work around exists.

· Trainers or installers are on site and their activities are impaired or halted.

(3 business days)* Medium – A medium incident involves partial non- critical functionality loss. A medium incident impairs some operations but allows the user or an application to continue to function. This may be a minor incident with limited loss or no loss of functionality or impact to the user’s operation and incidents in which there is an easy circumvention or avoidance by the end user.

Examples:

· Quarterly update, one or more components are more than one quarter behind.

· Any component not installed on workstation(s).

(4 business days)* Low – A low incident has no impact on the quality, performance or functionality of the system. Low incidents have minimal organizational or business impact.

Examples:

· Any issue that does not prevent use of the application.

· Quarterly updates with no components more than one quarter behind.

· Server migrations.

· Requests for additional training or web casts.

· Requests to add user to e-mail list.

* Indicates timeframe in business hours

Support Services will respond within the timeframes listed above using the contact information provided by the person submitting the request for support. A response is defined as an acknowledgement of receipt of the issue, an action plan or request for additional information in order to complete an action plan, and, if possible, an estimated time to resolution.

3. Customer Service Escalations: If requests for support are not being handled within the VHA IRMS staff’s expectations as defined within this SOW then a customer service escalation policy must be available.

4. Constraints/Dependencies: There are a few items that may impact or compromise the ability of Contractor to provide the Services outlined in this document. These include, but are not restricted to:

A. Missing Information. In order to configure the system, Contractor needs information from the VHA clinical staff specifically relating to the surgical process flow. This specific information includes but not limited to milestones, milestones completion criteria, alert conditions, email groups and addresses for alert notification. If all this information is not received, then the application deployment will be delayed until it is collected which may impact the commitments extended in this document.

B. VHA IRMS Staff Non-Response. In order to configure and deploy the application, Contractor needs to be able to communicate with the VHA IRMS staff. If the VHA IRMS staff is non- responsive to fulfilling infrastructure needs, then the application deployment will be delayed until it is completed which may impact the commitments extended in this document.

C. Hardware. A Contractor approved contractor(s) may be responsible for placement and mounting of large monitors, where appropriate along with PCs and cabling needed to drive the monitors. VHA approved contractors are responsible for the appropriate data network and power connections for this hardware. If all of this is not received, then the application deployment will be delayed until it is ready which may impact the commitments extended in this document.

5. Exclusions: There are some boundaries for these Services, both internal and external:

A. on-site Contractor Product updates B. VistA system updates and support, C. non-Contractor. and non-Contractor partner applications including the operating system, D. infrastructure, E. hardware, F. on-site support G. staff augmentation H. unlicensed Contractor products

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