B.4 Updated SOW IV and PCA Pumps-02-07-23.pdf

STATEMENT OF WORK

Intravenous Infusion and Patient Controlled Analgesic (PCA) Pumps

1. SCOPE: The Overton Books VA Medical Center (OBVAMC) is purchasing three hundred (300) Intravenous Infusion (IV) pumps, three hundred (300)

Intravenous Infusion (IV) poles and twenty (20) Patient Controlled Analgesic

(PCA) Pumps and the associated software to replace end-of-life and recalled equipment. The Infusion and PCA Pumps will be used to deliver intravenous medications and other solutions through intravenous (IV) routes at pre-established accurate flow rates capable of being used in a variety of different therapies. It is vital to patient safety and care.

Contractor shall provide all shipping, delivery, software, installation, personnel and training to supply IV and PCA pumps to the OBVAMC.

2. SALIENT CHARACTERISTICS: Name Brand or Equal to Plum 360

Infusion System

➢ Automated secondary delivery-Pump that can detect a clamped secondary and alert clinician.

➢ Automated secondary delivery - Primary bag height does not need to be changed to facilitate secondary delivery. Name brand or equal product of offeror shall communicate the manufacturer warnings and cautions in regard to maintaining accuracy with its pump.

➢ Air trap - Pump will trap air and accumulate before alarm thereby reducing alarm frequency. Name brand or equal product of offeror shall communicate the manufacturer method of air in line detection and notifications.

➢ Lowest rate of infusion - pump lowest rate on infusion is 0.1mL/hr.

➢ Syringe delivery- Syringe adapter set for delivery of a large volume pump.

➢ Bag height independence – Name brand or equal product of offeror shall communicate the manufacturer method for warnings and cautions in reference to height requirements for the pumps to maintain accuracy.

➢ Concurrent functionality - pump can run 2 medications, at 2 different rates, through 1 pump. Name brand or equal product.

➢ Comply to current Institute for Safe Medication Practices (ISMP)

Guidelines.

➢ Distal occlusion restart - Pump has capability to restart pump automatically when distal occlusion is detected.

➢ Back-prime - pump has ability to use the pump to automatically remove air from the line.

➢ Set loading - pump can only be loaded one way. There is no ability to misload the pump.

➢ Free flow protection - pump has tubing integrated, automatic free flow protection.

➢ Di-2-ethylhexyl phthalate (DEHP) free - all sets are DEHP free sets.

DEHP free sets do not affect accuracy and do not need to be changed more frequently.

➢ System software shall include asset tracking - pump software has the ability to locate Infusion Pumps and Patient Controlled Analgesic (PCA) Pumps with access point tracking.

➢ Share a tracking dashboard for Patient Controlled Analgesic (PCA) and

Infusion Pumps.

➢ Software version shall be approved within the Office of Information and

Technology (OIT) Technical Reference Model for installation on Office of Information and Technology (OIT) virtual server and Office of

Information and Technology (OIT) workstations. Health Level-7 (HL7) interface for sending infusion reports to the patient electronic health record

➢ Meet Federal Information Processing Standards (FIPS) 140-2 compliant

Encryption for connectivity to secure Wi-Fi.

➢ Approved Enterprise Risk Assessment (ERA) for connectivity to the

Local Area network preferred. Contractor without an ERA after award, will work with the Contracting Officer Representative (COR) to obtain approval.

3. TRAINING MANUALS: The vendor shall provide two (2) sets of user and technical manuals as well as an electronic version of operator manuals, service manuals, schematics, troubleshooting guides, parts list, including any upgrades to these documents. These manuals and documentation shall be identical to those supplied to the manufacturer’s service representatives and shall contain the diagnostic codes, commands, and passwords if any utilized in maintenance, repair, and calibration of the equipment.

4. TRAINING FOR EMPLOYEES

➢ Contractor shall provide one (1) day of clinical training and education.

➢ Contractor shall coordinate training/education with the COR

➢ Education/Training shall be completed for all nursing/pharmacy shifts.

➢ Contractor shall offer Technical training for the Biomedical Staff.

5. INFORMATION SECURITY : All VA sensitive information shall be protected at all times, in accordance with VA local site guidelines. The Contractor shall report any known or expected security/privacy incidents, or any unauthorized disclosure of sensitive information, to the COR.

The infusions devices shall have Federal Information Processing Standards (FIPS)

140-2 compliant Encryption for connectivity to secure Wi-Fi. The Infusion devices shall have approved Enterprise Risk Assessment for connectivity to the

Local Area network. Contractor without an ERA after award, will work with the

Contracting Officer Representative (COR) to obtain approval. The Software version shall be approved within the Office of Information and Technology (OIT)

Technical Reference Model for installation on Office of Information and

Technology (OIT) virtual server and Office of Information and Technology (OIT) workstations. The Health Level-7 (HL7) interface for sending infusion reports to the patient electronic health record. The devices shall have Integration and

Interoperability.

The Contractor shall follow all Government rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations, and shall adhere to all VA Privacy & Security, the Privacy

Act, and Health Insurance Portability and Accountability Act (HIPPA) requirements when obtaining and reviewing information.

6. WARRANTY AND SUPPORT: The contractor shall provide manufacturer(s) warranty on devices. Products shall be warranted to be free from failures due to defects in materials or workmanship for a period of 1year (12 months) to include parts and labor; 1-year (12 months) parts. During the warranty period, the

Contractor shall repair or repair without charge, any parts which are deemed to be defective.

The vendor shall provide and install manufacturer recommended software upgrades and changes at no additional charge during warranty period. This includes all software on Infusion Pumps and PCA Pumps or centralized software used to manage the pumps.

7. CONTRACTING OFFICER REPRESENTATIVE (COR)

Name: Pamela F. Shirley

Phone: 318-221-8411 ext 7167

Email: pamela.shirley2@va.gov

8. PERIOD OF PERFORMANCE: Period of Performance shall be within ninety

(90) days after contract is awarded. Working hours are between 8:00 am to 4:30 pm, Monday through Friday excluding weekends and federal holidays.

VA follows all Federal holidays that are sent by law (USC Title 5 Section 6103). The

Government hereby provided notice and Contractor hereby acknowledges receipt that

Government personnel observe the listed days as holidays:

New Year’s Day January 1

Martin Luther King Jr.’s Birthday Third Monday in January

President’s Day Third Monday in February

Memorial Day Last Monday in May

Juneteenth June 14

Independence Day July 4

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25

When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by the US government agencies.

In addition to the days designated as holidays, the Government observes the following days:

- Any other day designated by Executive Order

- Any other day designated by the President’s Proclamation; and

- Any other day designated by Federal Statute

9. PLACE OF PERFORMANCE: The contractor shall ensure all deliverables are delivered to the following address and reference the Purchase Order number as an

Attn: line in the shipping address:

The Overton Brooks Veteran Affairs Medical Center

Attn: Purchase Order #

510 East Stoner Avenue

Shreveport, LA 71101

10. INVOICE AND PAYMENT: Offeror shall submit quotes upon completion. See

VAAR Clause 852.232-72, Electronic Submission of Payment Requests for invoicing procedures. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the Contracting Officer’s

Representative (COR). A properly prepared invoice will contain:

a) Invoice Number and Date

b) Contractor’s Name and Address

c) Accurate Purchase Order Number

d) Supply or Service provided

e) Total Amount Due

Payments shall be made in accordance with the Prompt Payment Act out of the

Government annual appropriated funds obligated in a task order which will be issued after the contract is awarded.

Note: Invoices that are not in compliance with the aforementioned requirements under this paragraph will be rejected for payments and required to be resubmitted