Draft SOW FY2027.docx
DOCX document 27 KB Posted
- Solicitation number
- 36C261-27-AP-0168
About this file
This is a Draft Statement of Work (SOW) for VA Palo Alto Health Care System's Remote Automated Laboratory System (RALS) middleware support contract. The VA seeks a comprehensive solution to interface point-of-care (POC) diagnostic devices with its Laboratory Information System (VISTA) and electronic health record (CPRS). The contractor must provide middleware support for six specific instruments: Abbott i-STAT POC, Roche AccuChek Inform II, Roche CoaguChek XS Plus/Pro, Oximeter AVOXimeter 1000E, GEM Premier 7000, and GEM Premier Chemststat. The system must transmit laboratory results and data between these connected instruments and the LIS while managing quality control, linearity testing, operator identity, patient results, critical values, and reference values. The data management system must operate 24 hours per day, 7 days per week, with capability to interface both uni-directional and bi-directional connections to support future instrumentation changes.
The contract runs from October 1, 2026, through September 30, 2027, as the base year, with four optional one-year extension periods through September 30, 2031. The primary system location is VA Palo Alto HCS, Building 100, 4th Floor, with the system administrator operating Monday through Friday, 8:00 a.m. to 5:00 p.m. The contractor must provide all necessary components at no additional cost, including licensed interface software, data management system, server hardware, operating system, and all upgrades and patches throughout the contract term. The contractor shall furnish qualified technicians or IT staff to perform work in accordance with industry standards and VA policies, provide written service reports for each service call, replace only new parts (no rebuilt or backward-engineered parts), and ensure compliance with all applicable regulations and manufacturer specifications. Personnel must be qualified to work on all system components, and the contractor will require access to VA sensitive information including personally identifiable information (PII) and protected health information (PHI), necessitating a Business Associate Agreement (BAA).
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STATEMENT OF WORK
VA Palo Alto Health Care System (VAPAHCS)
Background: The VAPAHCS is researching the marketplace for alternative middleware software systems for Point-of-Care devices. The VA Palo Alto Ancillary Testing Department requires equipment to interface the Ancillary testing devices to the Laboratory Information System (VISTA) and the electronic health record (CPRS). This interface receives the patient POC test results and pulls the patient’s demographics from the Lab Information System (LIS). This system will apply all of the appropriate rules in adherence to all appropriate regulations to ensure quality and compliance standards and requirements are met. This system will also serve as the electronic storage of all test parameters and results.
Contract Requirements The Contractor shall provide the following to maintain data management, support and connectivity under the following conditions:
1. Middleware support for Lab Information System (LIS) interface for the following instruments:
| a. Abbott i-STAT POC |
| b. Roche AccuChek Inform II |
| c. Roche CoaguChek XS Plus/Pro |
| d. Oximeter AVOXimeter 1000E |
e. GEM Premier 7000
f. GEM Premier Chemststat
2. At no additional cost provide the following to transmit laboratory results and other data between the connected diagnostic instruments (listed under sub-paragraph a.) and the LIS
| a. Licensed instrument interface (software), |
| b. data/information management system |
| c. server (hardware) |
| d. operating system and associated server software upgrades as needed |
| e. System must be available 24 hours per day/7 day |
| f. Software and data management system capable of managing remote test results for all instruments listed above. This includes but is not limited to quality control and linearity, testing person identity, meter identity, patient results, critical values, flagged records, reference values, new lot reagent records and hold back results bases on pre-determined criteria. |
| g. Middleware upgrades, patches and any back-end changes provided at no additional cost over the life of the contract |
| h. The entire data management system must be able to interface a wide range of instrumentation; both uni-directional and bi-directional as shown in the attached desired test menu list. This will provide support for instrumentation changes at VAPAHCS over time. |
Period of Performance:
| Base year: Oct 1, 2026, to Sep 30, 2027 |
| Option year 1: Oct 1, 2027, to Sep 30, 2028 |
| Option year 2: Oct 1, 2028, to Sep 30, 2029 |
| Option year 3: Oct 1, 2029, to Sep 30, 2030 |
| Option year 4: Oct 1, 2030, to Sep 30, 2031 |
Location and Hours of Operation:
The primary data management system will be located at VA Palo Alto HCS, Pathology & Laboratory Medicine Service, Building 100, 4th Floor Room E4-310. The primary system administrator (Ancillary Test Coordinator) operates the system Monday through Friday 8:00 am to 5:00 pm at this location. Staff using the system are located throughout the hospital and off-site clinics and work 7 days per week, 24 hours per day.
Contractor Responsibilities and Tasks:
The Contractor shall provide qualified technicians or IT staff who shall perform in a professional manner in accordance to industry standards and VA local policies.
At the conclusion of each requested service or scheduled upgrade, the Contractor shall provide a written service report indicating the date of service, name of technician or staff that performed the work and the service performed. The reports shall be delivered to the COR and the Ancillary Test Coordinator by email.
Software or system updates: applicable regulations and manufacturers specifications, and will include, but is not limited to the following:
a. Reviewing operating system and connections to ensure that the equipment and licensed software is operating within its specifications
b. Replacing any worn or defective parts: inclusive of PC, cables or any other deliverables
c. The Contractor shall furnish and replace all necessary parts for the data management system. The contractor shall use new parts only. Re-built or backward-engineered parts are not permitted.
d. Work outside the scope of the contract shall not be performed unless authorized by VAPAHCS Biomedical Engineering Department prior to the work being performed.
Personnel Qualification
The Contractor must be qualified to work on all components of the data management system and the latest revisions of hardware and software as required by the Ancillary Testing Coordinator.
Security Consideration. All VA policies shall be followed. Based upon a review of the PWS/SOW as presented, the contractor will have access to VA sensitive information to fulfill the terms of the contract. That sensitive information will include PII/PHI. As a result, a BAA will be required.
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