Attachment A - NFS Requirements 2025.NFS.OIT COTS edits.xlsx
XLSX spreadsheet 35 KB Posted
- Attached to
- DA10--CompNutrition RFI (No FORCE entry)
- Solicitation number
- 36C10B25Q0310
About this file
This document is a Request for Information (RFI) for a Nutrition and Food Services (NFS) Enterprise Requirements system for the Department of Veterans Affairs Technology Acquisition Center Austin. The comprehensive requirements document outlines detailed specifications for an integrated NFS backoffice and management system with extensive capabilities across six primary categories: Integrated NFS Backoffice/Management System, Patient Functionality, Information Exchange, Reporting, Printing, and Technical/System Requirements. Key system requirements include clinical nutrition management, automated patient meal ordering, inventory management, comprehensive reporting capabilities, seamless integration with Electronic Health Records (EHR), and robust security features.
The system must provide advanced functionalities such as customizable patient menus, allergen and diet restriction management, nutrient data analysis, inventory tracking, and the ability to handle multiple patient encounters and identifiers. Critical technical requirements include web-based architecture, Single Sign-on compliance, FIPS-compliant encryption, support for Windows machines, 18x7 technical support, and full Section 508 accessibility compliance. The vendor must also provide unlimited user licensing, software updates, and the capability to deploy in a virtual server environment with disaster recovery and data retention solutions. The solicitation number is 36C10B25Q0310, and the document appears to be preparatory to a future procurement of a comprehensive nutrition management system for VA medical centers.
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Other files
| File | Type | Posted |
|---|---|---|
| 36C10B25Q0310 0002.docx | DOCX document | |
| 36C10B25Q0310 0001_1.docx | DOCX document | |
| NFS Requirements 2025.NFS.OIT COTS edits.xlsx | XLSX spreadsheet | |
| NFS RFI Final.docx | DOCX document | |
| 36C10B25Q0310.docx | DOCX document |
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Text version
Cover Page VA Nutrition and Food Services Enterprise Requirements 5/8/2025
Request for Information (RFI)
NFS Backoffice-Mngmt Functions
| # | Subcategory | Requirement | Priority | Vendor Response | Vendor Explanation | |||
| Category 1 - Integrated NFS Backoffice/Management System | ||||||||
| 61 | Solution Feature | The system shall provide Nutrition Care Management that is fully integrated with Foodservice Operations Management inclusive of nutritional data analysis. | Must Have | Fully Meets | ||||
| 14 | Solution Feature | The system shall be capable of clinical nutrition management processes, including automated calorie counts, oral nutrition supplement orders, additional diet orders, customized individual meal patterns, customized automated pt preference substitutions to the menus, dietitian clinically indicated follow-up visit reports, and dietitian hand-off documentation. | Must Have | Partially Meets | ||||
| 19 | Solution Feature | The system shall provide up-to-date nutrient data. | Must Have | Does Not Meet | ||||
| 3 | Solution Feature | The system shall be able to submit orders to vendors (e.g., via download or other alternative). | Must Have | |||||
| 4 | Solution Feature | The system shall import pricing updates from vendors (e.g., download price file from vendor and upload price file into NFS system). | Must Have | |||||
| 5 | Solution Feature | The system shall provide a customizable graphical user interface containing the following fields: admissions, discharge, transfers, allergies, diet orders, tube feeding, DOB, oral nutrition supplement, additional orders, Medical Record Number (MRN) #, name, religion, weight, admission diagnosis, bed location, patient identifiers, special orders such as isolation and self harm orders. | Must Have | |||||
| 20 | Solution Feature | The system shall be able to import (via upload or interface) nutrient/allergen information and any other pertinent information such as pack size for products purchased from prime vendor. | ||||||
| Must Have | ||||||||
| 51 | Solution Feature | The system shall allow for allergens to be uploaded from the vendor and managed at the item level. | Must Have | |||||
| 7 | Solution Feature | The system shall provide an optional VA global menu with the ability to over-ride for local changes. | Very Important | |||||
| 12 | Solution Feature | The system shall provide the ability to receive multiple external ID's (if applicable) to map related fields to a single field in the NFS solution for allergies, room/bed locations. | Must Have, if applicable | |||||
| 21 | Solution Feature | The system must have a tray ticket monitoring system with scan capabilities to verify patient delivery and identify delivery timeframes. | Must Have | |||||
| 22 | Solution Feature | The system shall provide food production forecasting. | Must Have | |||||
| 9 | Solution Feature | The system shall contain the following fields: recipe description , designated production area, yield size, portion size, costing methods/procedures, and Item Likes/Dislikes/Allergies. | Must Have | |||||
| 23 | Solution Feature | |||||||
| The system shall provide drug interaction checking against the EHR and shall remove recipes that indicate potential allergens. | Must Have | |||||||
| 24 | Solution Feature | The system shall provide food allergy checking against the EHR and shall remove recipes that indicate potential allergens. | Must Have | |||||
| 25 | Solution Feature | The system shall provide patient menu checking for patient food restrictions, dislikes, and preferences. The system shall remove recipes that meet restriction and dislikes criteria and accommodate preferences on a per patient basis. | Must Have | |||||
| 71 | Solution Feature | The system shall provide the ability to assign likes, dislikes and allergies to items within recipes so that specific recipes will be included in or excluded from particular patient’s menu. | Must Have | |||||
| 72 | Solution Feature | The system shall provide the ability to have specific foods replace disliked foods according to preferences expressed by the patient. | Must Have | |||||
| 26 | Solution Feature | The system shall provide automated patient meal ordering based on patient preference and diet order. | Must Have | |||||
| 27 | Solution Feature | The system shall provide a customizable nutrient database. | Must Have | |||||
| 28 | Solution Feature | The system shall provide the ability to track notes in patient records. | Must Have | |||||
| 29 | Solution Feature | The system shall provide the ability to enter multiple vendors' products. | Must Have | |||||
| 31 | Solution Feature | The system shall provide a master data schema (e.g., Date, Items, Menus, Recipes) that enables data to be populated across VA Medical Centers in a standard format. | Must Have | I think this one should cover our need for enterprise data | ||||
| 32 | Solution Feature | The system shall provide the flexibility to provide customized data fields, as may be required by VA. | Must Have | |||||
| 33 | Solution Feature | The system shall provide customizable patient menus. | Must Have | |||||
| 34 | Solution Feature | The system shall provide immediate alerts upon order entry for diet changes, allergies, added preferences/nourishments, admits, discharge, transfers, and tube feeding and provides a method for client acknowledgement of the alert. | Must Have | |||||
| 35 | Solution Feature | The system shall be able to open multiple screens simultaneously. | Must Have | |||||
| 36 | Solution Feature | The system shall be able to incorporate multiple order types such as tube feeding + oral diet order, oral diet + oral nutrition supplement, 2 tube feeding orders. | Must Have | |||||
| 37 | Solution Feature | The system shall have the ability to be viewed on the screen, printed, or exported to a variety of other formats such as Excel, PDF, HTML, Rich Text, and graphic. | Must Have | |||||
| 39 | Solution Feature | The system shall provide pre-programmed ratios for weights, volumes and single serving amounts by ingredient. | Must Have | |||||
| 40 | Solution Feature | The system shall incorporate conversion of the amount of food to be ordered for food items where some waste is expected as part of the food preparation process (as purchased to edible portion). | Must Have | |||||
| 41 | Solution Feature | The system shall provide the ability to create/edit (locally and globally), retain, and copy all recipes and menus. | Must Have | |||||
| 42 | Solution Feature | The system shall provide the ability to cost and nutritionally analyze all recipes and menus. | Must Have | |||||
| 43 | Solution Feature | The system shall use calculations that incorporate information about the menu, forecasted/actual census needs, on-hand inventory and anticipated use linked to vendor stock numbers to calculate the quantities of food to be ordered. | Must Have | |||||
| 44 | Solution Feature | The system shall electronically receive and import (via download/import) updated price information (e.g., vendor price files) from multiple vendors in a standardized format. | Must Have | |||||
| 45 | Solution Feature | The system shall automatically update recipe and menu costs in alignment with revised vendor price files following file import. | Must Have | |||||
| 46 | Solution Feature | The system shall provide a food item file that contains the conversion of the purchased amount to edible portion calculations. | Must Have | |||||
| 47 | Solution Feature | The system shall integrate Hazard Analysis Critical Control Point (HACCP) food safety guidelines into recipes. | Very Important | |||||
| 48 | Solution Feature | The system shall include the USDA’s nutrient database of generic foods and the vendor-supplied database including manufacturer, distributor and branded item information. | Must Have | |||||
| 49 | Solution Feature | The system shall be able to create custom a database of nutrients. | Must Have | |||||
| 50 | Solution Feature | The system shall allow nutrient data to be added for new ingredients at the item level. | Must Have | |||||
| 52 | Solution Feature | The system shall provide product cost, nutrient profiles, weight to volume conversion and waste factors linked to each food item in the inventory. | Must Have | |||||
| 53 | Solution Feature | The system shall provide analysis that is viewable according to yield or “as consumed” amount. | Must Have | |||||
| 54 | Solution Feature | The system shall display nutrient analysis and cost data on the screen during menu creation. | Must Have | |||||
| 55 | Solution Feature | The system shall allow menus and recipes to be copied, re-named and modified. | Must Have | |||||
| 56 | Solution Feature | The system shall allow each site to manage multiple service styles simultaneously including: select menu, non-select menu, dining room service, seasonal menus. | Must Have | |||||
| 57 | Solution Feature | The system shall provide the ability to globally add, delete and/or replace items on menus, and ingredients in recipes. | Must Have | |||||
| 59 | Solution Feature | The system shall allow for copying and pasting specific sections of menus to other menus. | Very Important | |||||
| 60 | Solution Feature | The system shall maintain historical data and provide end users the ability to specify duration of historical data retention. | Must Have | |||||
| 64 | Solution Feature | The system shall provide corrections to menus (e.g., substitutions) to be viewable on the screen and elaborate reason for corrections. | Must Have | |||||
| 65 | Solution Feature | The system shall flag conflicts for diet restrictions, food preferences, meal patterns, and allergies. | Must Have | |||||
| 67 | Solution Feature | The system shall allow for patients to have preferences for “Small Portions” or “Multiple Portions” and automatically adjust menus accordingly. | Must Have | |||||
| 68 | Solution Feature | The system shall allow for patients to easily select or have preferences for “Of the Day” of recipes based on set rotations available across multiple menus. | Very Important | |||||
| 69 | Solution Feature | The system shall be able to customize patient tray tickets based on specific nutrient values for specific diets and a combination of various diets. | Must Have | |||||
| 73 | Solution Feature | The system shall provide multiple tube feeding products to be given to one patient simultaneously. | Must Have | |||||
| 74 | Solution Feature | The system shall provide nourishment management (supplemental feedings) that will be automatically assigned via menus and also may be patient specific. Supplemental Feedings will be able to be ordered for a specific day of the week and meal or snack service time. | Must Have | |||||
| 75 | Solution Feature | The system shall allow up to 5 diet restrictions to be included for one patient’s diet order. | Must Have | |||||
| 76 | Solution Feature | The system shall allow meals that are provided to the out patient areas (such as: Day Hospital, Day Surgery, Lodgers, ER, Physicians, GI Labs, Dialysis, Sleep Lab, Homeless program, Clinics and other non-inpatient locations and revenue sources) to be ordered, produced, shipped, forecasted, costed and tracked in the same manner as are in-patient meals. | Very Important | |||||
| 84 | Solution Feature | The system shall provide comparative standards for nutrient needs and method used to calculate such as calories, protein, fluid per day. | Must Have | |||||
| 85 | Solution Feature | The System shall provide fields for Food/Nutrition Related History (include all Academy assessment codes with local customization for frequently-used options) to include: Food and Nutrient Intake, Food and Nutrient Administration, Knowledge/Beliefs/Attitudes, Behavior, Access to Food and Nutrition-Related Supplies, Physical Activity and Function, Nutrition Quality of Life Responses, Medications (Vitamins/herbal supplements and Depletions/decreased absorption or interactions) | Some what important | Adjusted the priority | ||||
| 86 | Solution Feature | The system shall provide Nutrition-Focused Physical Findings (including micronutrient assessment & possible indications of findings) including: Signs/Symptoms, Potential medication contributors display with option for free text, Level of Conscience, Potential macronutrient deficiency, Potential micronutrient deficiency, Fluid accumulation, Handgrip strength, Amputations, Skin Integrity. | Some what important | Adjusted the priority | ||||
| 94 | Solution Feature | The system shall allow for templates (e.g., template of standardized notes) to be auto populated for desired fields such as: results for nutrition screen completed by nursing, anthropometrics, Food/Nutrition-Related History (including intakes and orders for diet, parenteral nutrition (PN) and enteral (EN) with calculations, decision support, and drug-nutrient interactions), Nutrition-Focused Physical Findings, Client history, Biochemical Data, Medical Test and Procedures, Status of malnutrition diagnosis by provider and coding by coder. | Some what important | Adjusted the priority | ||||
| 98 | Solution Feature / Security | The system shall allow dietitian PRIVILEGES for: Entering diet orders, Entering Tube Feeding orders, Entering Parenteral Nutrition orders, Entering Medication orders, such as ProSource modular protein, Entering Nursing orders, Entering Additional Diet orders, Entering Allergies, Entering Anthropometrics (height, weight), Entering Problems, Ability to enter order for provider to sign, Ability to co-sign intern notes, Ability to addend notes and add other clinician as a signer, Ability to flag/comment on entered weight or Braden Scale nutrition sub score if felt to be entered in error. | Some what important | Adjusted the priority | ||||
| 99 | Solution Feature | The system shall allow eNCPT terminology and need codes to be linked to SNOMED/LOINC. | Some what important | Adjusted the priority | ||||
| 100 | Solution Feature | The system shall allow for group note charting. | Some what important | Adjusted the priority | ||||
| 102 | Solution Feature | The system shall allow Outpatient appointment scheduling (including malnutrition and Congestive Heart Failure (CHF) follow-up protocols) | Some what important | Adjusted the priority | ||||
| 103 | Solution Feature | The system shall allow for Automatic referral to community resources. | Some what important | Adjusted the priority | ||||
| 104 | Solution Feature | The system shall provide food allergy checking against the EHR and shall remove tube feedings and modulars that indicate potential allergens and drug/nutrient interactions. | Must Have | New requirement | ||||
| 2 | Inventory Management | The system shall provide inventory bar code scanning. | Very Important | |||||
| 6 | Inventory Management | The system shall provide the following inventory management capabilities: Storage location, cost centers, prices, case size, product number, and serving size. | Must Have | |||||
| 80 | Inventory Management | The system shall be able to track floor stock. | Must Have | |||||
| 81 | Inventory Management | The system shall be able to calculate thaw times and pulling guides (i.e., when item should be pulled to enable thawing). | Must Have | |||||
| 8 | Recipes | The system shall provide recipe restrictions based on diet order in accordance with (IAW) the Nutrition Care Manual from the Academy of Nutrition and Dietetics. | Must Have | |||||
| 11 | Recipes | The system shall contain laymen names for recipes. | Very Important |
Patient functionality
| # | Subcategory | Requirement | Priority | Vendor Response | Vendor Explanation | |
| Category #2 - Patient Functionality | ||||||
| 15 | Patient Feature | The system shall provide a GUI for bedside meal ordering. | Must Have | Fully Meets | ||
| 18 | Patient Feature | The system shall contain nutrition facts labeling. | Must Have | Partially Meets | ||
| 66 | Patient Feature | The system shall provide the patient/resident with the ability to individually select a menu by displaying the patient’s dislikes, likes and food preferences. | Must Have | Does Not Meet | ||
| 70 | Patient Feature | The system shall provide patient bedside data and menu entry via a tablet, laptop or other mobile devices. | Must Have |
Information Exchange
| # | Subcategory | Requirement | Priority | Vendor Response | Vendor Explanation | ||
| Category #3 - Information Exchange | |||||||
| 141 | Information Exchange | The system shall provide the ability to receive data from the EHR using open standard-based interfaces (e.g., HL7). | Must Have | Fully Meets | |||
| 142 | Information Exchange | The system shall provide the ability to push NFS data elements to the EHR or other external systems using open standard-based interfaces. | Somewhat Important | Partially Meets | Lines 4 and 9 seem like the same data element, one is “somewhat important” and one is “must-have”. As this specific line is probably where the most “cost” occurs on the interface, which should it be? I personally believe it would be a “nice” to have, but not at the expense involved. | ||
| 143 | Information Exchange | The system shall be accessible to external, third-party software (e.g., GetWell Network, Digital Board System) using API or open standard-based interfaces. | Must Have | Does Not Meet | |||
| 147 | Information Exchange | The system shall allow for seamless integration with food operations, clinical components and the Cerner Electronic Health record and Vista. | Must Have | Added Vista | |||
| 149 | Information Exchange | The system interface shall automatically receive and update data in the NFS system (e.g., orders, bed locations, Admit/Discharge/Transfer (ADT), allergies, diets) from the Electronic Health Record. | Must Have | ||||
| 150 | Information Exchange | The system shall be able to handle multiple patient IDs at a time. | Must Have | New requirement from COTS team | |||
| 151 | Information Exchange | The system shall be able to handle at least 2 concurrent inpatient encounters. | Must Have | New requirement from COTS team | |||
| 1 | Information Exchange | The system shall provide the ability to integrate/interface with the VA EHR and the patient’s diet, tube feeding orders and oral nutrition supplement orders. | Must Have | How the interface is not as important as that they actually interface. | |||
| 13 | Information Exchange | The system shall provide a Bidirectional exchange of information from the Electronic Health Record (EHR). | Some what important | Adjusted priority because we could have a one way interface | |||
| 16 | Information Exchange | The system shall interface with interactive TV patient meal ordering system, such as Get Well Network via HL7. | Must Have | ||||
| 17 | Information Exchange | The system shall work with external video display boards (e.g., Epicure). | Must Have | ||||
| 77 | Information Exchange | The system shall capture out-patient meal requirements for select patient classifications (e.g., dialysis, oncology outpatients) and shall provide all relevant patient data as captured for inpatients via information exchange with the EHR. | Very Important | Lines 14 – 24: These are all dependent upon having a bidirectional interface to the EHR. They should match the same priority as Lines 4/9. | |||
| 79 | Information Exchange | The system shall be able to integrate with other systems such as food waste measuring systems (e.g., Lean Path), temperature monitoring and etc. | Some what important | Adjusted the priority | |||
| 83 | Information Exchange | The system shall provide data capture of a wide range of anthropometrics to include items such as: Estimated dry weight, Usual body weight, Ideal body weight (optional selection), Waist circumference, Highest weight over the last 5 years, Lowest weight over the last 5 years, Weight change. | Some what important | Adjusted the priority | |||
| 87 | Information Exchange | The system shall include Client History such as: Medical diagnosis and past medical hx, Social/Functional History. | Some what important | Adjusted the priority | |||
| 88 | Information Exchange | The system shall provide fields for Biochemical Data, Medical Tests and Procedures including: Free text comment on populated labs selected and Free text comment on displayed potential medication contributors to abnormal labs. | Some what important | Adjusted the priority | |||
| 89 | Information Exchange | The system shall provide fields for Nutrition Education (e.g., all Joint Commission (Jt Cmsn) requirements as fields) including: Learning Needs, Learner, Cultural and Religious Beliefs, Desire and Motivation to Learn, Barriers to Learning, Approach, Handouts, Handout Source, Understanding, Expected Level of Compliance. | Some what important | Adjusted the priority | |||
| 90 | Information Exchange | The system shall allow for documentation of Malnutrition Clinical Characteristics that are from the validated Malnutrition screening tool including: Table of selections by category, Malnutrition Diagnosis, Present on Admission. | Some what important | Adjusted the priority | |||
| 91 | Information Exchange | The system shall allow for documentation of Nutrition Diagnosis including: electronic Nutrition Care Process Terminology (eNCPT) diagnosis (dx) codes with options for free text on dx codes that request specification and etiology and assessment codes, Diagnosis status: Resolved/Improvement shown/Unresolved/No long appropriate. | Some what important | Adjusted the priority | |||
| 92 | Information Exchange | The system shall allow for documentation of Nutrition Intervention including: eNCPT codes with options for free text and Anticipated discharge needs. | Some what important | Adjusted the priority | |||
| 93 | Information Exchange | The system shall allow for documentation of Monitoring and Evaluation including: eNCPT assessment codes, Goals and deadlines, Follow-Up schedule, Time spent with patient. | Some what important | Adjusted the priority | |||
| 95 | Information Exchange | The system shall allow for data to populate into other disciplines' notes via a bi-directional flow of information with the EHR including: Malnutrition diagnosis entered by dietitian-alert provider when positive and allow this to be populated by provider as a diagnosis in provider progress note, Dietitian Recommendations, Discharge instructions (diet, oral nutritional supplements, Tube Feeding, follow-up plan & outpatient contact information). | Some what important | Adjusted the priority | |||
| 96 | Information Exchange | The system shall allow for data to populate into dietitian follow-up notes including: Previous nutrient needs, Average of nutrients (calories, protein) provided from diet, Tube Feeding, and/or Parenteral Nutrition over days intake was entered since last assessment, percent of goal calories and protein this (or combinations of means of intake) met, Previous nutrition diagnosis, Previous nutrition intervention, Previous goal, Previous follow-up schedule. The interface/software shall be able to manage two concurrent inpatient encounters for a single patient, with one encounter being place “on hold” when a second encounter is made active. | Some what important | Adjusted the priority | |||
| 97 | Information Exchange | The system shall include order sets for: Tube feeding protocol, Quick order for Ensure Plus, Tube Feeding discharge supplies, Parenteral Nutrition orders, Enhanced Recover After Surgery (ERAS) protocol-Surgery orders that will contain Nutrition components and share these data points bi-directionally with the EHR. The interface/software shall be able to manage multiple patient IDs for each patient and automatically process patient merge messages from the EHR. | Some what important | Adjusted the priority |
Reporting
| # | Subcategory | Requirement | Priority | Vendor Response | Vendor Explanation | |
| Category 4 - Reporting | ||||||
| 106 | Standard reports | The system shall provide the following standard reports for all sites: Birthday, Diet Order Change, Patron Roster, Meal Selection, Nourishment Labels, Nourishment List, Printed Menus for Patient Selection, Tally Guide, Tray Tickets, Visit History, Inventory Cost, Physical Inventory Worksheets, Daily & Weekly Menu, Menu Nutrient Analysis, Meal Service History, Recipes, Recipe Analysis, Menu Cost, Recipe Costs | Must Have | Fully Meets | ||
| 105 | Standard reports | The system shall provide production reports (e.g., quantity of production of meals by different kitchen areas) to enable proper ordering and production of meals. | Must Have | Partially Meets | ||
| 112 | Standard reports | The system shall provide ingredient control reports and labels(e.g., inventory items that need to be pulled, inventory tracking, recipe preparation) | Must Have | Does Not Meet | ||
| 109 | Standard reports | The system shall provide the ability to perform trend analysis and identification of potential problems with production, distribution, purchasing, inventory, product sources, waste and pilferage. | Must Have | |||
| 110 | Standard reports | The system shall provide a report of recipes by likes, dislikes and allergies. | Must Have | |||
| 111 | Standard reports | The system shall provide a report of items that need to be added to the tray on the patient’s floor. | Must Have | |||
| 114 | Data aggregation & filtering | The system shall enable analysis and generation of reports to address VA strategic goals. This shall include items such as: monitoring clinical outcomes, documentation of malnutrition, fundamental data points such as (nutrition orders, anthropometrics). | Must Have | |||
| 104 | Data aggregation & filtering | The system shall provide customizable reports with the ability to filter needed information and ability to save filter selections for system users. This shall include an enterprise-level view and facility-based report views. | Must Have | |||
| 107 | Data aggregation & filtering | The system shall allow report analysis production by facility to enable forecasting of meal types for production operations of multiple facilities. | Must Have | |||
| 108 | Data aggregation & filtering | The system shall provide the ability to aggregate data from multiple sites (e.g., VAMC, domiciliary, long-term care facilities, which are served by a single kitchen) into one integrated report for production | Must Have | |||
| 101 | Data aggregation & filtering | The system shall allow for Registered Dietitian and Nutritionist (RDN) Productivity tracking and reporting. | Very Important | |||
| 113 | Report scheduling | The system shall provide the user the ability to schedule reports (e.g., time of day, frequency) to execute & print automatically for reports including diet order tracking, inventory control, costing, recipe management, menu management, and clinical nutrition management.) | Very Important | |||
| 116 | Report scheduling | The system shall have the ability to allow for scheduled reports to be viewed on the screen, printed, or exported to a variety of other formats such as Excel, PDF, HTML, Rich Text, and graphic. | Must Have |
Printing
| # | Subcategory | Requirement | Priority | Vendor Response | Vendor Explanation | |
| Category 5 - Printing | ||||||
| 117 | Printing | The system shall be able to print scaled recipes (e.g., by number of servings). | Must Have | Fully Meets | ||
| 118 | Printing | The system shall be able to print nutrition information. | Must Have | Partially Meets | ||
| 10 | Printing | The system shall be able to print the following fields to recipes, such as: recipe description field, designated production area, yield and portion sizes, costing methods/procedures, and Item Likes/Dislikes/Allergies. | Must Have | Does Not Meet | ||
| 119 | Printing | The system shall be able to print multiple tray tickets for individual patients within a meal period to allow for ticket corrections and adjustments. | Must Have | |||
| 120 | Printing | The system shall print allergies, dislikes, special services (adaptive devices, hold trays, late trays, etc.), carbohydrate (CHO) counts, isolation, food/drug interaction, nourishments, meal service location, and happy birthday greeting on tray tickets. | Must Have | |||
| 121 | Printing | The system shall print tube feeding management labels that list the diet order information. | Must Have | |||
| 122 | Printing | The system shall print labels using multiple formats and sizes (e.g., barcode, zebra, and Avery labels). | Must Have | |||
| 123 | Printing | The system shall print multiple nourishment items (e.g., supplemental feedings/snacks, date, location, diet order, and patient identifiers on a single label.) | Must Have | |||
| 124 | Printing | The system shall identify and print a list of those patients on a calorie count. | Must Have | |||
| 125 | Printing | The system shall print a tray ticket that allows for documentation of amount consumed for calorie count patients. | Must Have | |||
| 126 | Printing | The system shall allow for user entry of amount consumed and provide an intake analysis of calorie count distribution information for calorie count patients. | Must Have | |||
| 127 | Printing | The system shall provide the ability to print tray tickets for guest meals. | Somewhat Important | |||
| 128 | Printing | The system shall have the ability to be viewed on the screen, have data printed, or exported to a variety of other formats such as Excel, PDF, HTML, Rich Text, and graphic. | Must Have |
Technical-System
| # | Subcategory | Requirement | Priority | Vendor Response | Vendor Explanation | |
| Category 6 - Technical/System Requirements | ||||||
| 138 | Licensing | The vendor shall provide licenses on an unlimited user basis. | Must Have | Fully Meets | ||
| 129 | Licensing | The system shall provide software product updates and patch releases for vendor-supported products | Must Have | Partially Meets | ||
| 131 | Licensing | The Vendor shall identify and/or provide all licensing for underlying software components. | Must Have | Does Not Meet | ||
| 139 | Licensing | The vendor shall provide VA the capability to audit user site license usage by individual sites, servers, or enterprise-wide. | Must Have | |||
| 154 | Licensing | Any licenses and interfaces for non-production environments shall be provided by the vendor at no additional cost to VA to be utilized in the VA EHR test environment. | Must Have | |||
| 152 | Security | The system shall be Single Sign on compliant. SSO shall be provided in accordance with The White House Office of Management and Budget (OMB) Memorandum M-11-11 (OMB M-11-11) mandate that all new and existing systems must be upgraded to PIV credentials for authentication in accordance with National Institute of Standards and Technology (NIST) guidelines. | Must Have | |||
| 130 | Security | The system shall maintain compliance with all VA security vulnerability requirements, including compliance for underlying software components used in development of vendor software (e.g., ASP.net, JAVA, etc). | Must Have | |||
| 132 | Security | The Vendor shall follow all procedures to gain access to provide remote support via VA VPN. | Must Have | |||
| 153 | Security | The vendor shall provide timely documentation and support of VA security processes to achieve system Authority to Operate (ATO)/Authority to Connect (ATC), as required | Must Have | |||
| 157 | Security | The vendor shall provide FIPS-compliant encryption for data in motion and for data at rest. | Must Have | |||
| 30 | Security | The system shall provide the ability to set specific security settings (e.g., role based access) for different users. | Must Have | |||
| 38 | Security | The system shall provide the Software Administrator the ability to grant read-write, read only or hidden access on a field-by-field basis. | Must Have | |||
| 140 | Security | Individual sites shall have ability to add users and modify individual user access rights. | Must Have | |||
| 136 | Solution Architecture | The system shall be capable of deployment in a remote Regional Data Processing Center in a virtual server (e.g. VMWare) environment and must support a terminal services presentation to users (e.g. Citrix Metaframe or Terminal Services). | Pending vendor architecture review | |||
| 137 | Solution Architecture | The vendor shall propose and provide an architectural depiction on the deployment of this solution at VA that allows the capability to manage each medical center individually or by group. | Must Have | |||
| 145 | Solution Architecture | The system must be web-based. | Somewhat Important | |||
| 146 | Solution Architecture | The system must work on/with Windows machines including desktops, laptops & tablets. | Must Have | |||
| 155 | Solution Architecture | For non-VA hosted services, the Contractor shall provide a proposed architecture that includes a separate Disaster Recovery solution at an offsite solution and contingency planning. | Must Have | |||
| 156 | Solution Architecture | For non-VA hosted services, the Contractor shall provide backup data retention for a period of 30 days and offsite retention for a period of 60 days. | Must Have | |||
| 134 | Tech Support | The Vendor shall provide users with telephone support 18 x 7 (6:00 AM Eastern to 12:00 AM Eastern) (note, this covers all sites from 8:00 AM to 6:00 PM local, including Hawaii) . The vendor shall provide help desk flow chart to annotate and facilitate forwarding of help desk tickets to the appropriate support group (e.g., vendor or VA). | Must Have | |||
| 82 | Tech Support | The vendor shall provide visibility to vendor-identified and client-identified software defects, estimated resolution times, and/or other disposition. | Must Have | |||
| 135 | Tech Support | The vendor shall respond to all customer requests for support services within 4 hours from the time at which the request was received. In instances in which problems with the software products have rendered the system inoperable, the vendor shall provide a response to VA by telephone within 1 hour from the time at which the request was received. | Must Have | |||
| 150 | Tech Support | The vendor's system shall be modifiable to address required VA customization or enhancement requests, as necessary (ties to RFI question #IV.4) | Must Have | |||
| 151 | Tech Support | The vendor shall provide an online mechanism with which to coordinate and track enhancement requirements. The vendor shall provide acknowledgement on VA prioritized patient safety, security, or other identified requirements within 1 week of submission. The vendor shall provide a plan, level of effort and schedule for delivery of enhancements within 60 days and a status of progress of delivery within 90 days with an estimate to complete for development and patch installation or version update. (RFI question #IV.4) | Must Have | |||
| 148 | Tech Support | The system shall have a dedicated team available onsite for at least 1 week in accordance with the EHRM go-live schedule and have 24/7 service available during that go-live period. | Optional Task | |||
| 133 | User Documentation | The Vendor shall provide user and technical documentation and updates as software/system changes are made. | Must Have | |||
| 144 | User Documentation | The system shall be 100% compliant with the 2017 revisions for INFORMATION AND COMMUNICATION TECHNOLOGY PROCUREMENTS (SECTION 508), Section 508 of the Rehabilitation Act of 1998, as amended, 29 USC 794(d). The contractor shall ensure employees with disabilities are offered the same training opportunities via equivalent access and that the training environment is accessible to those with disabilities and the electronic training materials meet section 508 requirements. When documentation is only provided in non-electronic formats, alternate formats usable by people with disabilities shall be provided by material originator upon request. | Must Have | |||
| Sotware shall have the ability to track all actions inside the application, and which user took the action. This audit trail should be retained for a minimum of one week | Must Have |
File details come from the government source that posted it. Updated .