36C26319R0163-003.pdf

Vendor Answer Sheet SOW Reference: Requirement Vendor Comments Functional Requirements

I.A: Communication system shall provide a secondary means to enunciate and display patient alarm text and other information to mobile heathcare workers as well as support calling between extensions, voicemail, and public telephone networks.

II.A: Business rules and technologies shall enable routing of communication based on roles and user profiles rather than specific end point communications devices and device profiles. The business rules shall facilitate sending a message to multiple receivers at once.

II.B.1‐9: Communication system shall have the capability to interface with the systems itemized in the Statement of Work Section II.B related to the designated workflows.

II.B.10: The communication system shall enable the facility to identify workflows that are very urgent, e.g. code blue enunciation. The communication system shall be able to interrupt a busy endpoint communication device upon the request of a very urgent workflow message.

II.B.11: The contractor shall provide a listing of all workflows capable with their solution including the manufacturer and model of the interfaced medical system. A robust offering of workflows for a variety of equipment is desireable.

II.C: All system settings including profiles, privileges, roles/functions, and group memberships shall reside in the software/servers & be independent of the endpoint communication device. These settings shall be assigned to a device upon user log‐in.

II.C.1: The communication system shall enable voice calls to individuals, roles, and teams/groups without having to know who is on shift or what number to call.

II.C.2: The solution shall be able to maintain an unlimited amount of distribution groups to eliminate the need to program groups on the fly.

II.D.1: Communication system shall interface with VISN 23's CISCO 7925 and 8821 IP phones through existing Nortel or Cisco PBX.

II.D.2: Communication system shall be provided via a mobile end point communication device with a speaker that can be used in a hands free manner. It shall weigh less than 2 ounces and be capable of being held to the ear as a phone for more private conversations. An ear piece for use with voice communications shall be available. That same device shall be capable of providing both voice and text communications.

II.D.3: The hands free end point communication device shall be break resistant when dropped from a height of 5 feet.

II.D.4: The end point communications devices shall be waterproof or water resistant.

II.D.5: The communication system shall have reporting mechanisms that prevent loss and/or assist with location of missing devices.

52.212-1 (b) (4) (b): The contractor shall specify which paging systems are compatible with the communication system.

II.E.1: The end user shall be able to designate an availability status via the end point communication device. When a specific end user has indicated a status of unavailable, messages will not be sent to the user.

II.E.2: The end user shall have the capability to reject a call or message from the end point communication device even if indicated status is available.

II.E.3: The communication system shall require acknowledgement of a notification for a communication transaction to be considered complete. The system users shall have the capability to acknowledge notifications from the endpoint communication device.

II.E.4: The communication system shall provide mechanisms for escalating messages through multiple levels based on user's availability & the facility's designation of messages appropriate for escalation. Escalation shall continue until receipt of the message is acknowledged. The systems users shall have the capability to acknowledge messages from the endpoint communication device.

II.E.5: The end point communication device shall have a volume level control that is adjustable down to a vibration.

II.E.6: User shall be notified of missed calls and voicemails following a period of disconnection from the wireless network or a period designated as unavailable.

II.F: End point communications devices shall be cleaned with these agents without degradation: CaviWipes, alcohol based wipes, SaniCloths, and PDI Wipes .

II.G.1: Communications transactions shall be timestamped with identification of point of initiation and attempted and successful points of receipt.

II.G.2: Robust analytic reports shall be available to include canned reports and customizable reports.

II.H.1: Mechanisms for configuring and signing in to use a specific end‐point communication device shall be easy to accomplish for workers of varying skill levels.

II.H.2: Charging stations shall be provided with the capability to charge a minimum of 8 hands‐free endpoint communications devices simultaneously and shall come with various mounting options. The contractor shall state the charging time for the hands‐ free endpoint communication device.

II.H.3: The end point communications devices shall have a battery life of at least 12 hours.

Technical Requirements

III.A: The contractor shall incorporate Extension Engage interface platforms where it exists in the VISN 23 facilities as specified in section I.E of the statement of work.

III.B: The VA is converting its EHR to Cerner hence the product shall be compatible with Cerner. In anticipation of this conversion, the VA does not wish to invest in development and maintenance of additional interfaces to VistA/CPRS. Therefore, all VistA/CPRS interfaces to accommodate initial workflows shall already exist.

Configuration work to apply these interfaces to individual instances of VistA/CPRS is acceptable.

III.C: Interfaces between the communication system and other systems shall be built on standard HL7 and TAP protocols.

III.D: Applications shall be approved for use in VA's OIT Technical Reference Model

(TRM).

III.E: The communication system shall comply with FIPS 140‐2 security with data encryption and be 508 compliant.

III.F: The vendor shall perform a wireless assessment to ensure that the network infrastructure can support the proposed solution. A report of findings shall be provided that identifies areas where remediation is required.

III.G: Communication system shall be deployed in a single campus LAN deployment.

Use of the WAN is prohibited.

III.H: Communication system shall use VA OIT hosted and managed servers that are configured to current VA national baselines.

III.H: The contractor shall complete and submit a VA Form 6550 and the MSD2. The Form 6550 response shall be completed by a knowledgeable product engineer familiar with the networking and communication needs of the system components.

III.I: All operating systems used in the communications systems shall have a remaining service life of at least 2 years beyond the solicitation date.

III.I: All operating systems shall automatically accept VA required security and patch upgrades without contractor intervention.

III.J: No PHI/PII shall be stored on end point communication devices.

III.K: HIPPA compliant delivery of text messages and calling capabilities shall be provided.

III.L: Systems provides a perpetual license.

III.M: The contractor shall provide all licenses (including thirs party licenses) in their bid.

52.212-1 (b) (4) (c): The contractor shall provide a copy of a sample user acceptance testing script for the workflows documented in this statement of work in section I.B.

This sample testing script shall be provided with the vid response.

Implementation Requirements IV.A: One Project Manager shall be assigned for all VISN 23 facilities. If staffing changes necessitate a different project manager, the COT shall approve the change before it is made.

IV.B: The assigned Project Manager shall schedule a project kick‐off call for each site to officially initiate the implementation project, review the scope of services to be provided, introduce team members, set expectations, and develop a communications plan.

IV.C: The Project Manager shall provide a documented project plan for each site implementation. This project plan shall reflect no work to be accomplished by the VA on federal holidays and shall be delivered to the facility for acceptance.

IV.D: The contractor shall conduct workflow analysis and facilitate a series of workflow design sessions with VA staff at each site addressing the initial workflow selections. The finalized workflows shall be documented in a Workflow Report and delivered to the facility for acceptance prior to implementation at the site.

IV.E: The contractor shall provide a document containing the distribution group profiles and business rules identified by the facility. This document shall be delivered to the facility for acceptance prior to implementation at the site.

IV.F: The contractor shall install and configure the communication system in accordance with the accepted workflow designs, user/group profiles, and business rules.

IV.G: The contractor shall conduct end to end testing of communication system and work with site staff to troubleshoot issues which may arise during this testing. End to end testing is conducted with a VA staff member in attendance. The results are documented in a Post‐Installation Testing Report.

IV.H: On site go‐live support shall be provided for each site for a period of two days (24X7).

IV.I: Provide a Post‐Installation Technical Report documenting the initial configuration of the system and the completion of installation.

IV.J: The contractor shall provide a user acceptance testing script for each of the workflows implemented at the facility. The testing script shall be delivered to the facility for acceptance at least 4 weeks prior to planned dates for user acceptance testing.

Training Requirements V.A: A training schedule shall be coordinated with the facility staff. The documented training schedule shall be delivered to the facility for acceptanceat least 6 weeks prior to planned training dates.

V.B: System Administration training shall be provided and cover at minimum system architecture and its key features, with details on how to administer, maintain, and optimize the system post‐implementation. Training shall be conducted in both didactic and lab formats.

V.C: Technical training shall be provided and cover at minimum system requirements and tools, methodologies and debugging techniques necessary to maintain and improve the health of the communications system. Training shall be conducted in both didactic and lab formats.

V.D: End User training shall be provided in person.

V.E: Computer Based Training shall be made available via the VA's Talent Management System for initial training and for future training needs related to end user staff turnover.

V.F: Super User training shall be provided in person and conducted in both didactic and lab formats.

V.G: Training on the use of the analytics capabiIities of the communication system shall be provided in person.

Maintenance Requirements VI.A: The contractor shall provide hardware and software warranty of at least 12 months.

52.212-1 (b) (4) (): All service and support quotations from this section shall cover 1 base + 3 ordering periods.

VI.B: Annual software maintenance agreements shall be available with 24X7 phone support. Pricing of annual maintenance agreements shall be included in response to solicitation.

VI.C: Database administration services shall be available for each site on an annual basis. Pricing of database administration services are included in the response to solicitation.

VI.D: The contractor shall provide end user and technical maintenance manuals in electronic format to each site.