Draft SOW_Alaris Software.docx

Statement of Work (SOW) Full Maintenance Agreement for Guardrails Software Package

Lebanon Veterans Affairs Medical Center (LVAMC) 1700. S. Lincoln Avenue Lebanon, PA 17042

1. BACKGROUND:

The Lebanon VA Medical Center (hereafter referred to as “Lebanon VAMC”, “LVAMC” or “the Government”) has a requirement for a post-warranty, full maintenance agreement on the GuardRails software package and system utilized at the Lebanon VA Medical Center (VAMC).

2. OBJECTIVE:

The Government intends to award a single, Firm-Fixed Price contract for the services described in this Statement of Work (SOW). The period of performance under this contract is one year after receipt of order (ARO), with four additional one-year option periods, to be exercised at the Government’s discretion.

3. PLACE OF PERFORMANCE:

The tracking software is utilized at the main building of the LVAMC Medical Center Facility:

Lebanon VA Medical Center 1700 S. Lincoln Avenue Lebanon, PA 17042

4. PERIOD OF PERFORMANCE:

The Lebanon VA Medical Center is looking to establish a Base Year and four (4) Option Years.

Base Year: 3/31/2026 – 03/30/2027 Option Year One (1): 3/31/2027 – 3/30/2028 Option Year Two (2): 3/31/2028 – 3/30/2029 Option Year Three (3): 3/31/2029 – 3/30/2030 Option Year Four (4): 3/31/2030 – 3/30/2031

5. SCOPE OF WORK:

Includes all forms of technical support prescribed by either the manufacturer’s specifications and the latest versions of any recommended announcement outlined by the Original Equipment Manufacturer (OEM), or an authorized reseller/distributor, for the GuardRails package and all related software and servers from Becton Dickinson (BD) Alaris. Service calls for repairs require facility product screening. Response time is within four (4)-hours. Recurring training is to be included for the full range of requirements that at least two (2) Pharmacy end-users can be kept up to date with all superuser functions.

6. PERFORMANCE DELIVERABLES:

The Contractor shall comply with the following:

• Fully support the living documentation of the OEM’s specifications, keeping up to date with all revisions that may be issued;

• Electronic documents reflecting the full set of parameters reviewed per manufacturer’s specifications, results, and recommendations shall be delivered within a week of support.

• If any further follow-up is deemed necessary, Field Service Engineer (FSE) or other kind(s) of representatives performing correction are to notify Biomedical Engineering in person and/or phone call and in writing (email) what is needed, if it will be covered, and how soon it can be scheduled, if not able to be fixed immediately, the same-day of work.

• Contractor shall provide a plan, necessary quote, and schedule within one (1) week for troubleshooting and/or repairs that involve additional services not covered under contract.

• Services not stated within the contract, shall not be conducted until such a time that a government-officiated purchase order is (if at all) issued for repairs, parts, or any additional work.

• The FSE and/or remote support specialist will have documented certification and authorization that is up to date from the OEM to support software regarding all latest instructions for use (IFU) on the BD Alaris software employed for monitoring clinical end-users during infusion in coordination with any BD Alaris administering devices. FSE will perform all steps required for regular maintenance at the mandated intervals and spontaneous need for data analytics pulls, per manufacturer’s specifications, using the proper remote software that OEM specifies.

FSE will receive VA-issue PM labels that will be filled out completely and legibly and affixed to a visible surface of the device and components checked, next to the equipment entry (EE) barcode label that identifies tracking on the devices. FSE will ensure that VA Biomedical Engineering personnel are informed of proceedings and results of PM or any other contract-authorized work before leaving premises.

7. PERFORMANCE EXPECTATIONS:

Contractor shall yield:

• Access to OEM Knowledge Portal for infusion technologies - Provides medical center with web based access to comprehensive infusion data to identify key areas of focus to help improve clinical practice and patient care, reduce variation in processes, drive clinical education and dataset improvements, and Dose Error Reduction Software compliance.

• Quarterly Infusion Analytics Services data reports with remote analyst review – A hosted service that delivers concise, actionable information on the hospital’s infusion management practices, without requiring analytical or reporting software installation, or in-house technical resources.

• Ability to request a quarterly phone call with the data analyst to review the findings on the report.

• Access to Clinical Infusion Data Consultants via phone/email – Access to highly qualified data

• Account Managers to assist with the interpretation, review and consulting of Alaris System infusion data.

• Monthly web-based refresher training for infusion data – Online training sessions with clinical peers to refresh skills on the use of the Alaris System infusion data. Allows increased ongoing opportunities for new hires and refresher training for existing staff and management team on the use of their Alaris System infusion data.

• Tuition for two (2) attendees for the data workshops - A hands-on interactive workshop with clinical peers to support customer adoption and enhance interpretation skills of the Alaris System’s infusion data.

• Guardrails® Suite MX Software enhancements - Keeps the Alaris System on the most current version of software and enables an existing customer to have the same functionality as a new Alaris System installation. Software coverage includes the PC Unit and Guardrails Editor; LVP, Syringe, PCA, ET/CO2 and SPO2 modules; CQI Reporter, and Alaris Systems Maintenance (ASM). Offers of new programming options, new dosing options, and new features and functionality for the Alaris System and the Guardrails Suite of software that are all OEM certified.

• On-site technical touch to update embedded software – On-site update to the Alaris System to install the newest version of the Guardrails Suite MX software. With CareFusion-certified field service engineers performing the work it helps assure updates are done correctly and in a timely manner. (one (1) on site day for every 80 PC Units.)

• Clinical on-site RN clinical support on the use of the Alaris System - Services provided by the Clinical Consultant are designed to meet hospital’s needs. These services can include practice reinforcement, compliance rounds and/or enforce hospital best infusion practices through education. (one (1) – eight (8) hr. day for every 500 PC Units.)

• Web-cast refresher training for Guardrails Editor - Web-cast training sessions with clinical peers to refresh skills on the use of Guardrails Editor training. The web-cast training sessions are available monthly and can be used as the facility needs. With this program customers benefit from increased ongoing training opportunities for new hires and refresher training for existing staff and management team.

• Remote installation of server system patches – Includes the Operating System, Alaris Systems Manager application, and other system components which are patched regularly. This includes rigorous testing of all operating system patches before deployment and customized patch cycles and notifications options.

• Technical telephone support - Live technical support available to customers to our highly qualified team of engineers based in the United States. This team is ready to assist and provide support for the Alaris System and the Alaris Systems Manager.

• Access to Pharmacy Consultants via phone/email - Access to highly qualified Pharmacy Consultant to address customer data set questions and concerns.

• Monitoring of Alaris Systems Manager - Alaris Systems Manager is continuously remotely monitored to ensure system uptime and health. This near real-time monitoring helps ensures the Alaris Systems Manager is always functional and supports System optimization.

8. Point of Contact (POC):

POC: TBA

POC Phone Number: TBA POC Email: TBA