36C26224Q1823.docx

SUBJECT*

BD ALARIS SOFTWARE SUPPORT

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815

POINT OF CONTACT*

ADRIANA.GARCIA@VA.GOV

PLACE OF PERFORMANCE

3550 LA JOLLA VILLAGE DR.

SAN DIEGO, CA

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Sources Sought Notice Sources Sought Notice

THIS IS A REQUEST FOR INFORMATION ONLY

Sources Sought Notice

This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products and/or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise because of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals, quotes, or the authority to enter negotiations to award a contract.

The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract based on this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice.

The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this Sources Sought Notice in accordance with (IAW) FAR Part 15.201(e).

The purpose of this Sources Sought Notice announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the products and/or services described below.

This is a "REQUEST FOR INFORMATION" only. Requests for a solicitation will not receive a response.

The VA San Diego Healthcare System (VASDHS) is conducting market research to locate contractors who provide Software Maintenance Service for BD Alaris Carefusion Pumps. BD Alaris system contract agreement will support the VASDHS, 3550 La Jolla Village Dr. San Diego, CA 92161 facility ongoing BD support services, Alaris infusion pump data reporting, software maintenance service for new software releases. BD is exclusive manufacturer of Alaris® products and software including Guardrails® Point-of-Care Software, Alaris® Pump Module, Alaris® Syringe Module, Alaris® PCA Module and Next Generation Alaris® PC Unit. All services provided would be performed in conformance with the National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA), Original Equipment Manufacturer standards and specifications and any other authority having jurisdiction over the VA San Diego Healthcare System.

**PLEASE NOTE THIS IS NOT A NEW SYSTEMS ACQUISITION. THIS IS SIMPLY TO PROVIDE SOFTWARE MAINTENANCE SERVICE ON SYSTEMS ALREADY OWNED BY THE VASDHS** The NAICS Code is 811210 - Electronic and Precision Equipment Repair and Maintenance with a Small Business size standard of $34 million.

In response, please provide at minimum:

• Company name and address,

• POC information,

• System for Award Management (SAM) UEI number,

• Socioeconomic category (SDVOSB, VOSB, WOSB, 8a, Small Business or Large Business).

• GSA contract number if these services are offered on Federal Supply Schedule.

• Must provide a capability statement that addresses the organization’s qualifications and ability to perform as a contractor for the work described below.

Responses to this Sources Sought must be in writing.

Please send all inquiries to: adriana.garcia@va.gov. Phone calls will not be accepted.

Sources Sought Notice

Page 1 of

SOFTWARE MANAGEMENT SERVICES

PERFORMANCE WORK STATEMENT

The purpose of this procurement is to acquire infusion pump software management services (SMS) for VA San Diego Healthcare System. The Contractor shall provide all software management services required to maintain and operate the Alaris Infusion System from BD (formerly CareFusion) currently located at (664) VA San Diego Healthcare System, 3350 La Jolla Village Drive San Diego, CA 92161.

1. BACKGROUND

Software management services for the Alaris Infusion System includes software enhancements to server-based Alaris Infusion System software components; services that include internet, webinar and on-site training and clinical education; support ranging from remote monitoring of the Alaris Systems Manager to technical support for the Alaris Infusion System; and includes collection of data and providing analytics tools and services. Software enhancements do not include software updates or version upgrades to infusion device hardware.

The following components comprise the Alaris Infusion System located at VA San Diego Healthcare System for this requirement.

Table 1. Alaris Infusion System Components

Alaris Infusion System Description. Infusion system modules connect to an infusion controller (PCU). The PCU connects wirelessly to the VA enterprise network to transmit and receive data to and from the Alaris Systems Manager server. The Alaris Systems Manager resides on a server (virtual or physical) in a VA data center. Users will access the Alaris Systems Manager server to manage system configuration, retrieve pump connectivity data, capture data analytics, and upload infusion drug libraries. Users will also access software applications such as Guardrails Editor and CQI Reporter to manage drug library configuration and analyze reports collected from infusion data. Care Coordination Engines run on another server (virtual or physical) residing in a VA data center that allow for the infusion devices to wirelessly communicate interoperability parameters to the EHR. The Alaris System Maintenance software is utilized during performance of Alaris Infusion System maintenance.

The Contractor shall provide the SMS required under this contract for the following Alaris Infusion System equipment covered under this contract. All services performed shall support compatibility with the current infusion equipment.

Table 2. Supported Alaris Equipment and Software

2. SCOPE OF WORK

The Contractor shall provide software management services for the Alaris Infusion System server and software components identified in Table 2 above. The services shall be in accordance with the tasks and deliverables as described in this Performance Work Statement (PWS). For those components of the system subject to software updates, the Contractor shall complete all system enhancements and patching with clear communication and preparation. The Contractor shall communicate all enhancements and support activations required to keep the system running effectively to the primary point of contact (POC) or the contracting officer representative (COR). All maintenance and updates shall be scheduled at least three (3) days in advance with the COR.

3. Information Security Considerations All VA sensitive information shall be protected at all times, in accordance with VA Local site guidelines. The Contractor shall report any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information to the COR.

a. Any wireless connectivity to the VA network must be compatible with 802.11b/g/n and FIPS 140-2 compliant.

b. Any remote service support requires a Memorandum of Understanding/Interconnection Security Agreement (MOU/ISA) with the VA.

4. DELIVERABLES

The Contractor shall perform/provide the following services:

5. Training

a. The Contractor shall include on-site nursing clinical support training for practice reinforcement that can be used for compliance rounds and hospital best practices.

i. One time during the base year of the contract period and any subsequent option year, the Contractor must provide one eight (8) hour day of on-site clinical consulting at each facility for every 500 infusion devices installed at that facility. The training must include nursing staff interactions with the devices and recommending improved practices for medication safety. The COR will provide the Contractor with requested training dates for each facility during the base year of the contract and any subsequent option year. The Contractor will work with the COR in good faith to reasonably accommodate the requested training dates.

ii. The Contractor shall provide a written report to each facility for each practice reinforcement visit.

b. The Contractor shall include a workshop with clinical peers to support customer adoption of CQI Reporter software and enhance interpretation skills of CQI data.

i. Workshop shall be for a period of 2 days and hosted by the Contractor at (664) VA San Diego Healthcare System once during the base year of the contract and each subsequent option year (annually). The COR will provide the Contractor with requested workshop dates for each facility during the base year of the contract and any subsequent option year. The Contractor will work with the COR in good faith to reasonably accommodate the requested workshop dates.

ii. Workshop shall cover defining and creating a systematic approach to analyzing Guardrails Reporter software alerts and refine drug libraries, dose limits, and clinical advisories to achieve maximum impact for the organization.

c. The Contractor shall provide access to online education. Video content must be made available, upon request, to VA education staff and allowed to be uploaded by the VA to internal learning management systems.

d. The Contractor shall include Suite training sessions with clinical peers to refresh skills on the use of CQI Reporter and Editor training. The training sessions shall be available monthly and can be used as needed.

e. The Contractor shall provide tuition annually for up to two (2) VA representatives to attend the System Data Workshop.

6. Support

a. The Contractor shall provide phone or email access to highly qualified Pharmacy Consultants and Clinical Infusion Data Consultants to address customer data set questions and concerns and assist with the interpretation of CQI data. The Contractor shall provide a resolution turnaround time of 48 hours from the initial phone call or email communicating a customer issue.

iii. The Contractor shall provide access to qualified Pharmacy Consultants who hold the RPh credential and have at least 3 years’ experience working with BD Continuous Quality Improvement (CQI) information to make recommendations for improved safety limits on specific pharmaceutical products.

iv. The Contractor shall provide access to Clinical Infusion Data Consultants (formerly CQI Managers) who must have at least 3 years’ experience working with BD CQI information to make recommendations for improved safety limits on specific pharmaceutical products and other data set parameters.

b. The Contractor shall provide live technical telephone support with BD authorized support professionals who are based in the United States. The team must be ready to assist and provide support for equipment covered in this contract from 5:00 am to 5:00 p.m. Pacific Time, Monday through Friday.

c. The Contractor shall provide Clinical Infusion Data Consultant data support via phone or email from 5:00 am to 5:00 pm. Pacific Time, Monday through Friday, for questions related to the use of the software and interpretation, review, and consulting of data.

7. Data & Analytics

a. The Contractor shall provide real-time monitoring of the Alaris Systems Manager to ensure system uptime, functionality, optimization, and health in accordance with the national MOU/ISA between the Contractor and VA which is made part of this contract and is incorporated by reference herein.

b. The Contractor shall provide concise, actionable information on the hospital’s infusion management practices, without requiring analytical or reporting software installation or in-house technical resources. This includes unlimited access to a web-based portal defined by hospital with benchmarking tools and the ability to view all infusions. The Government can request a quarterly phone call or report with the data analyst to review the findings in this report.

c. The Contractor shall provide benchmarking tools and the ability to view all infusions (not just those outside of prescribed ranges). This information must be web-based and be accessible to an unlimited number of users per hospital. These services would require hosting on a vendor platform but must not contain any sensitive information, in accordance with the national MOU/ISA.

8. Software Updates & Maintenance If the Contractor releases updates to the applications or server identified in Table 2 to enhance the security or operation of the software, the Contractor shall deliver the enhancement to the Government in machine-readable form with instructions to assist the Government with installing the enhancement. These enhancements will be provided to the Government within 60 days of their issuance or data of first commercial availability, with no additional charge to the Government, for installed instances of the software. As applicable, the Contractor will install updates remotely through the Contractor’s remote access solution. The Contractor shall use commercially reasonable efforts to correct errors in the software that materially affect the functionality of the software.

All labor, time, materials, equipment, travel, service manuals, and supplies necessary to provide the services required under this contract shall be included in the contract price. One time during each annual period, the Contractor will perform one (1) on-site technical service visit for up to eight (8) hours for each 80 PC units to download CQI data and upload the Government’s drug library data set onto the licensed units. The Contractor shall provide telephone support to the Government regarding the operation of and potential errors in the software.

a. The Contractor shall provide enhancements to the Guardrails Suite MX and Guardrails Editor software when commercially available. This includes providing any updates to the Alaris Systems Manager that are required to install the newest version of Suite MX software.

b. The Contractor shall provide Alaris Systems Manager service patch management of the operating system, Systems Manager application, and other software components. The Contractor shall provide rigorous testing before deployment of software patches and updates, including customized patch cycles and notifications options. All software patches and updates shall be provided at no additional cost to the Government. Remote management of the server shall be delivered in accordance with the most current version of the national MOU/ISA between VA and the Contractor.

c. The Contractor shall provide CareFusion Coordination Engine (CCE) service patch management of the operating system, CCE application, and other software components. The Contractor shall provide rigorous testing before deployment of software patches and updates, including customized patch cycles and notifications options. All software patches and updates shall be provided at no additional cost to the Government. Remote management of the server shall be delivered in accordance with the most current version of the national MOU/ISA between VA and the Contractor.

d. The Contractor shall provide remote installation of server system patches, including the operating system, Alaris Systems Manager, and other system components which will be patched regularly.

e. Software update/enhancement installations shall normally be scheduled and performed outside normal business hours, 5:00 am to 5:00 pm, Pacific Time, Monday through Friday, of coverage at no additional charge to the Government. The COR may approve software installations outside of these hours to meet facility needs.

Unscheduled Maintenance (Emergency Repair Service)

f. The Contractor’s Field Service Engineer (FSE) shall respond via phone call to the COR or his/her designee immediately after receipt of telephoned emergency repair service notification twenty-four (24) hours per day. If the problem cannot be corrected by phone, the FSE will commence work (on-site or remote desktop response) within two (2) hours after receipt of the notification and will proceed progressively to completion without undue delay. This requirement for response time shall be the same for both service calls during the VA normal business hours and after-hour service calls. The COR will provide the Contractor with (a) an accurate description of the software error; (b) the steps necessary to reproduce the software error, if available; (c) if required, the data being processed at the time of the software error and associated log files; and (d) the severity of the software error, including the circumstances that lead to the software error. The COR and the Contractor will communicate and mutually agree on the severity level of the software error in writing.

Scheduled Maintenance

g. The Contractor shall perform patches and enhancements to the software components identified in Table 2 to ensure the Alaris Infusion System equipment and software perform in accordance with the latest OEM maintenance procedures and protocols. Patching shall be provided for all environments: pre-production, production, and training environments. Scheduled software maintenance shall be scheduled at least three (3) days in advance with the COR. An outline of the scheduled software maintenance procedures shall be provided to the COR. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed, as applicable. This documentation shall be provided to the COR at the completion of the scheduled software maintenance. The Contractor shall provide written description of scheduled software maintenance. This description shall include an itemized list of the procedures performed.

h. Scheduled software maintenance services shall include, but need not be limited to, the following:

i. Reviewing operating system software diagnostics to ensure that the system is operating in accordance with the manufacturer’s specifications

ii. Performing remedial software maintenance of non-emergent nature

iii. Returning the equipment to the operating condition, per OEM standards

iv. Providing documentation of services performed

i. The Contractor shall perform scheduled maintenance services from 5:00 am to 5:00 pm, Monday through Friday. All exceptions to the scheduled software maintenance schedule shall be arranged and approved in advance with the COR.

9. Documentation & Reports The Contractor shall provide written reports detailing the software management services provided under the contract. The documentation shall include detailed descriptions of the scheduled and unscheduled software maintenance (i.e., emergency software repairs (ESR)) procedures performed, including updates and services required to maintain the software. The ESR shall consist of a separate report for the item(s) covered under this contract. Grouping reports of services performed under this contract with reports of services performed under other contracts on “one” ESR is prohibited. In addition, each ESR shall, at a minimum, document the following data legibly and in complete detail:

a. Contractor information:

i. Name of Contractor

ii. Contract Number

iii. Name of FSE who performed the services

iv. Contractor service ESR number/log number

b. Date and time (starting and ending), software downtime, and hours on-site for service call

c. VA purchase order numbers covering the call

d. Description of problem reported by COR

e. Identification of software to be serviced:

i. Software license and version number

ii. Inventory ID number

iii. Manufacturer name

iv. Device name, model number, and serial number

v. Any other manufacturer identification numbers

f. Itemized description of service performed:

i. Labor and travel

ii. Software patches

iii. Parts (with part numbers)

iv. Location of problem/corrective action

g. Total cost to be billed, if applicable (i.e., service rendered after normal hours of coverage)*

h. Signatures:

i. FSE performing services described

ii. Authorized VA employee who witnessed service described *Any additional charges for work performed outside the scope of this contract shall be coordinated with the CO (Contracting Officer) and COR before service is initiated.

10. Payments Payment to be made monthly in arrears. The Vendor shall submit original invoices in proper electronic format to the Financial Services Center (FSC). Proper electronic format means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

a. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, OB10, to transition vendors from paper to electronic invoice submission. Please see OB10 contact information below to begin submitting electronic invoices, free of charge.

b. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org) Vendor e-Invoice Set-Up Information:

1. OB10 e-Invoice Setup Information: 1-877-752-0900

2. OB10 e-Invoice e-mail: USClientServices@ob10.com

3. Financial Services Center e-Invoice Contact Information: 1-877-353-9791

4. Financial Service Center e-Invoice e-mail: vafsccshd@va.gov

11. Competency and Certification of Personnel Servicing Equipment

a. The Contractor shall provide fully qualified FSEs to perform the software maintenance and repair services required under this contract. “Fully qualified” is defined as having successfully completed OEM training required for the software components identified in Table 2 along with any associated equipment.

b. The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by fully qualified competent FSEs. Upon request, the Contractor shall provide copies of all OEM training certificates for FSEs showing types of software and equipment and dates of training for all software and equipment identified to be covered. When deemed appropriate, the COR reserves the right to prohibit Contractor personnel from working on VAMC software and equipment.

12. PERFORMANCE STANDARDS

Table 3. Performance Standards Deliverable Reference Paragraph

for Infusion Technologies by all registered staff

13. PERFORMANCE PERIOD

The period of performance (POP) shall be for 10/1/2024 – 9/30/2025:

Normal hours of work are defined as Monday through Friday from 5:00 am to 5:00 pm Pacific Time, excluding Federal holidays or as otherwise arranged with the COR.

The Vendor is not required to provide service on the following National holidays, not shall the Vendor be paid for these holidays.

The following national holidays observed by the Federal Government:

If a holiday falls on Sunday, the following Monday shall be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government agencies. Also included would be any day specifically declared by the President of the United States.

14. PLACE OF PERFORMANCE

Tasks under this PWS shall be performed remotely, when possible. The Contractor shall perform on-site work when required. Work may be performed at remote locations other than the Contractor’s facilities. If a problem requiring service cannot be resolved over the phone or remotely, then an authorized Contractor’s representative shall commence work on-site within the designated time identified and will proceed progressively to rectify the problem without undue delay without any additional cost to the Government with prior approval by the COR.

Table 4. Locations of Performance

15. REFERENCES

National MOU-ISA – CareFusion, LLC (A Becton Dickinson Subsidiary) (Pyxis, Alaris) Rev 2.0 17