HSCETC-14-R-00003_TeleRadiology_Additional_Questions_and_Answers.docx

HSCETC-14-R-00003: Solicitation Questions

1. FAR 52.216-19 Order Limitations (Oct 1995), page 10

a. There is a conflict in the language. There is the implication that this contract is void if the work volume drops below 127,000 images per year. It is my understanding the 127,000 exams per year is the guaranteed minimum. Please clarify this section (a &d). This is a conflict with FAR 52.216-22 (b).

The ordering limitation you are referring to has been removed and the minimums and the maximums were added to FAR 52.216-22.

2. #4.1.6 Image Storage and Integration, page

a. Please define the standards by which the image data set should be stored. My recommendation is that the data is returned to you on an external hard drive that DHS keeps.

See Question and Answers 11 and 47 of the Q&A posted on May 28, 2014

(11) Question: Are all the studies currently produced already in a digital format? Are they being stored in a central location? If they are being stored in a central location would the contractor be able to utilize this location or provide their own location for storage? What is the current size of the images being stored? (OCIO).

Response: Yes. Images are currently stored in a digital format. Yes, the studies are being stored at a central location, however the new vendor will be responsible for providing their own location for storage of their own images in a FedRAMP approved hosting center. Current average size of the image file is 15 MB and the average report file is 400kb.

(47) Question: Are there storage data requirements? Do the images have to be stored uncompressed in DICOM format or can they be stored in compressed files? (OCIO) Response: Compressed images are desirable.

3. #16,”Data Exchange/Interfaces”, page 36

a. Please more clearly define the workflow.

A file is created in the xray system by inputting patient name, A#, DOB, and gender X ray is taken, the system records the xray and images are sent to radiology via internet, results are reported back to system and printed. An "order" is created in ECW. Once results return, the "order" is updated with result by user inputting information into ECW.

b. How are the exam orders entered into the system?

No orders are entered into the current system. The current system only requires the user to enter basic patient identifiers to set up a file for the patient.

A file is made in the system but this does not constitute an "order: Orders are created under Diagnostic Imaging by provider in ECW. There is no interface between the system and ECW.

c. Do we enter them into eClinical Works or directly to our system?

(51) Question: What the requirements for the health record (eClinicalWorks)? Specifically, what has to be transmitted into the record? Is it the furnished X-ray report generated by the teleradiologists or do the images have to be entered into the medical chart along with the report?

Response: ICE assumes that an interface will need to be developed that transmits the results into the eCW medical chart designated folder for provider review. The image will not be placed in eCW, but will be referenced by the eCW medical record and available through a link for viewing that the contractor will provide as part of the storage requirement. ICE will not manage the integration of eCW and the Tele-radiology system.

d. Do we have an option?

See above Q&A #51

4. #13 Performance Requirements Summary, page 35

a. In the table you have a value for Meantime between failure (MTBF) of 25,000 operating hours. This is equal to approximately 1,042 days or 2.85 years. I do not think this is realistic for any piece of x-ray equipment, depending on utilization and how it is handled by DHS staff. This is a request for change.

With regularly scheduled maintenance, the equipment should be operational for a minimum of 25,000 hours. The contractor will need to adjust their maintenance schedule to make sure this metric is achievable. The contractor will also need to consider the appropriate training required and the implementation of a “Terms of Use” agreement to minimize impact of improper utilization by ICE personnel.

5. Past Performance

a. Please clarify the requirement. I was informed by the SBA that you do not use this as a determining factor.

See FAR 15.304(d) also see 15.305. http://www.acquisition.gov/far/html/Subpart%2015_3.html