36C25819Q0489-002.pdf

ATTACHMENT 01

Performance Work Statement

CLIN 0001 thru 0014

5 pages

12 September 2019

San Diego, California VA Health Care System (664)

Ophthalmology Equipment

Supply

(Forum Digital Integration System) {SEPG#107204// EER#69988}

Performance Work Statement

{Forum Digital Integration System}

(Surgical Service)

Phoenix Veterans Administration Health Care Services

650 E. Indian School Road Phoenix, AZ 85012

Equip:

POC: Bruce Potenza MD. x7798 COR: Chester Greathouse x7930

1.0 Scope of Work (Purpose)

The purpose of this performance work statement is to procure an {Forum Digital Integration System} for Surgical Service Department in the Phoenix VA Medical Center. The digital integration of ophthalmologic images, data and analytic information is an integral part of a busy eye clinic. There are many machines that are measuring eye surface and retinal areas, curvature of the eye, disease manifestations captured by digital images, and cataract lens estimation data, to mention only a few. All of this data is presently individually collected and then entered into the CPRS system or kept in patient specific data files which are available for use when the patient presents for care or is taken to the operating room. The Forum Integration System permits all of this data and imagery to be collected and stored digitally into its own server system or to integrate with the patient’s EMR. In this fashion the data is stored and available in any place where the EMR can be accessed (clinic, office, operating room). This system is not vendor specific and it is our expectation that the digital capturing of the ear, nose, throat and head and neck clinics (ENT/HN) can also benefit from the integration system. They take digital photos and videos during indirect laryngoscopy examinations.

Our present method of collecting all of this data is hand driven and necessitates producing copies of the data on paper so that it is available to be used at multiple venues (office, clinic, and operating room). This results in a haphazard collection of data points and digital images. It is very time consuming and can lead to errors when caring for the eye patient. This is especially important as some of this data needs to be available for intra-operative projection to complete the surgical procedure. Presently, we copy all of the important material onto paper and bring it to the operating room for patient care. The Forum Integration System will permit all the data to be collected and stored automatically and be available anywhere the patients EMR can be accessed.

The contractor shall provide the equipment in accordance with this description of specification and other requirements of this request.

2.0 Specifications & Equipment Description:

Forum archive and viewer package

Viewer license floating

Glaucoma workplace 3.1

Glaucoma workplace user license

Zeiss Retinal Workplace

Zeiss Retinal Workplace user license

Forum Bi-directional Dicom interface license to CZM instrument

Forum Interface license to 3rd party Dicom instruments

Forum-EMR package (HL7)

Enterprise Architecture Design (per hour)

Zeiss on site training and installation

Connectivity service plan annual

3.0 Delivery and Shipping Information. The contractor shall provide the following for shipment and delivery of equipment:

3.1 The Contractor shall ship the procurement/item to 650 E. Indian School Road, Room 1153, Phoenix, AZ 85012.

3.2 The Contractor shall be responsible for assessing the Medical Center for all requirement cabling and other equipment needed for installation.

3.3 The contractor will disassemble and remove the old machine to the dock, uncrate and set up the new machine in place, and assemble the new unit and make all internal connections.

3.4 The contractor will re-connect the new unit to the existing utilities and perform the start-up check to ensure proper function.

3.5 The Contractor will consult and coordinate with the in-house engineering group to gain access to restricted areas.

3.6 All installation plans will be reviewed and signed off on by the project COR and engineering representative.

4.0 System Documentation:

4.1 The contractor’s proposal shall provide a complete set of unabridged operator manuals, service manuals, electronic schematics, troubleshooting guides, and parts lists for each piece of equipment which is part of the system procured by the

MC.

4.2 The contractor’s proposal shall provide a complete set of manufacturer’s cleaning guidelines/instruction for each system component that is used.

5.0 Warranty:

5.1 The contractor shall provide the standard 12- or 24-months warranty; with an option to purchase an extended warranty of 3-5 years that will cover all parts, labor, supplies, travel costs, and user support at no additional cost to PVAHCS.

6.0 Period and Place of Performance:

The system must ship within 30 days as this is an essential piece of equipment for the hospital.

7.0 Operating Constraints:

7.1 All installation and implementation work must be completed after regular business hours and on weekends due to infection control concerns and/or the impedance of patient care. The hours for installation will be coordinated/agreed upon prior to installation.

7.2 PVAHCS must have discretion to defer/hold any installations, if locations are not accessible for the installation process.

8.0 Security Requirements:

8.1 In reference to VHA Handbook 6500.6 Appendix A, Block 6, the service included in this contract does involve connection of IT devices to a VA network.

Therefore, C&A, SAP, & the following from App C apply

8.2 In reference to VHA Handbook 6500.6 Appendix A, Block 7, the service involves storing, generating, transmitting, or exchanging VA sensitive information.

Therefore, the following from App C apply.

8.3 (Appendix B) The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information protection, patient privacy, and information system security as delineated in this contract.

8.4 During contract performance, contractor may require access to VA facility, equipment, information systems, or sensitive data; to provide services, install, train, maintain or repair equipment.

8.5 During warranty repair or maintenance, the contractor may have physical or administrative access, to the equipment included in this contract, that capture, store, and process VHA sensitive information. If warranty repair is done off-site, all hard drives or other data storage devices will be removed, and if done on-site will be purged of data, prior to contractor access.

8.6 VA Course No. VA10176 is privacy training required for VA contractors requiring access to VA facilities for more than 2 consecutive days or any access to VA information systems. Training will be completed prior to being granted access to facilities, equipment, or to the data therein. Training is available on VA TMS website at: https://www.tms.va.gov/SecureAuth35/. Contractor will provide evidence of training to the COR, if requested.

8.7 Contracted staff requiring access to protected health information (PHI) or access to VA systems (e.g., CPRS, JLV, CAPRI, VHIE or VistAWeb) they are also required to take the Privacy and HIPAA Focused training (VA10203).