P01_PD_DSS CTM Plus_3.28.2025.pdf

PRODUCT DESCRIPTION (PD)

DEPARTMENT OF VETERANS AFFAIRS

VA Mid-Atlantic Healthcare Network – Veterans Integrated Service Network (VISN) 6

Document Storage System (DSS) Consult Tracking Manager (CTM) Plus Software

Program

Date: March 20, 2025 PD Version Number: 1.0

1.0 PRODUCT REQUIREMENTS

The Department of Veterans Affairs (VA) Mid-Atlantic Healthcare Network – Veterans

Integrated Services Network (VISN) 6 requires brand name Document Storage System

(DSS) Consult Tracking Manager Plus Software license and training services for seven

VISN 6 stations: Asheville VA Medical Center (VAMC) (637), Durham VAMC (558), Fayetteville VAMC (565), Hampton VAMC (590), Richmond VAMC (652), Salem VAMC

(658), and Salisbury VAMC (659) to support the VISN 6 health care system. The period of performance for this action is a 12-month base period and four 12-month option periods. The goals for this requirement are:

a. A web-based software solution that provides an instant, up-to-date dashboard view of the status of all patient consults in a clinical environment. A software application shows all actions required by a user`s role, and when a task is complete, it automatically moves through a queue and displays on the next person`s task list as an open item.

b. Real time analytics that provide a holistic view of progress on all consults;

detailed reporting ensuring that patients are provided the care they need in a complete, accurate and timely manner.

c. An application that enables instant visibility into scheduled appointments while viewing consult detail and clearly illustrates which consults need to be addressed and when. Greater efficiency which allows care teams a more top-of-license role, focusing on patients, not paperwork. Information updates instantly and seamless integration with Computerized Patient Record System (CPRS) and Veterans

Health Information Systems and Technology Architecture (VistA) ensures data is accurate, timely and actionable.

d. A Consult Tracking Manager system which uses the latest web technology to fully automate time consuming manual processes and address pivotal pain points within the VA concerning patient satisfaction and completeness and coordination of care.

1.1 SALIENT CHARACTERISTICS

• A dashboard view that provides a complete snapshot of consult status for one or more departments

• Real time analytics show status of all consults for more accurate tracking and reporting

• Automatic routing that moves tasks through the queue, instantly displaying the correct action item for each care team member within the process

• Tracking of consult actions is integrated with CPRS and VistA using existing

VistA Health Level Seven (HL7), other event triggers and Application

Programming Interfaces (APIs)

• Management of status of all open consults

• Additional tracking statuses that allow detailed reporting and metrics that capture elapsed time consults that remain open

• Consolidated management, scheduling, patient information, view of actual consult, and all other pertinent details into single screen

• Enabled visibility of full patient record while viewing consult

• An optional canned text for comments, call instructions and letters for each department and/or user

• Easy tracking of calls and letters to patients, including display of letters over 14 days

• Filtering options that allow users to narrow down consults that need attention for the user’s specific workflow

• Reporting Tools o User workload o Trend-analysis is automatically performed to identify bottle necks at a facility and/or service line level o Custom filters or “buckets” allow for quick ad-hoc reporting with data export option

• The software program will be installed for use by all facilities of the VA Mid-

Atlantic Healthcare Network – VISN 6. Servers will be provided by the facility.

• Onsite training at VISN 6 – seven locations for 50 people, 8 people per class, 2-hour classes for end users and 2 hour classes for administrative training.

Description Quantity

Location #1: Asheville VAMC (637), 1100 Tunnel Rd. Asheville, NC 28805:

Document Storage System (DSS) Consult Tracking Manager Plus Software License, Monitoring, and Training Services

Location #2: Durham VAMC (558), 508 Fulton St. Durham, NC 27705:

Document Storage System (DSS) Consult Tracking Manager Plus Software License, Monitoring, and Training Services

Location #3: Fayetteville VAMC (565), 2300 Ramsey St. Fayetteville, NC 28301:

Document Storage System (DSS) Consult Tracking Manager Plus Software License, Monitoring, and Training Services

Location #4: Hampton VAMC (590), 100 Emancipation Dr. Hampton, VA 23667:

Document Storage System (DSS) Consult Tracking Manager Plus Software License, Monitoring, and

Location #5: Richmond VAMC (652), 1201 Broad Rock Blvd. Richmond, VA 23249:

Document Storage System (DSS) Consult Tracking Manager Plus Software License, Monitoring, and Training Services

Location #6: Salem VAMC (658), 1970 Roanoke Blvd. Salem, VA 24153:

Document Storage System (DSS) Consult Tracking Manager Plus Software License, Monitoring, and Training Services

Location #7: Salisbury VAMC (659), 1601 Brenner Ave. Salisbury, NC 28144:

Document Storage System (DSS) Consult Tracking Manager Plus Software License, Monitoring, and

Period of Performance:

To Be Determined

2.0 NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL

INFORMATION AND COMMUNICATION TECHNOLOGY (ICT)

PROCUREMENTS (SECTION 508)

On January 18, 2017, the Architectural and Transportation Barriers Compliance Board (Access Board) revised and updated, in a single rulemaking, standards for electronic and information technology developed, procured, maintained, or used by Federal agencies covered by Section 508 of the Rehabilitation Act of 1973, as well as our guidelines for telecommunications equipment and customer premises equipment covered by Section 255 of the Communications Act of 1934. The revisions and updates to the Section 508-based standards and Section 255-based guidelines are intended to ensure that information and communication technology (ICT) covered by the respective statutes is accessible to and usable by individuals with disabilities.

2.1 SECTION 508 – INFORMATION AND COMMUNICATION TECHNOLOGY

(ICT) STANDARDS

The Section 508 standards established by the Access Board are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure ICT.

These standards are found in their entirety at: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines. A printed copy of the standards will be supplied upon request.

Federal agencies must comply with the updated Section 508 Standards beginning on January 18, 2018. The Final Rule as published in the Federal Register is available from the Access Board: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule.

The Contractor shall comply with “508 Chapter 2: Scoping Requirements” for all electronic ICT and content delivered under this contract. Specifically, as appropriate for the technology and its functionality, the Contractor shall comply with the technical standards marked here:

E205 Electronic Content – (Accessibility Standard -WCAG 2.0 Level A and AA Guidelines)

E204 Functional Performance Criteria

E206 Hardware Requirements

E207 Software Requirements

E208 Support Documentation and Services Requirements

2.2 COMPATABILITY WITH ASSISTIVE TECHNOLOGY

The standards do not require installation of specific accessibility-related software or attachment of an assistive technology device. Section 508 requires that ICT be compatible with such software and devices so that ICT can be accessible to and usable by individuals using assistive technology, including but not limited to screen readers, screen magnifiers, and speech recognition software.

2.3 ACCEPTANCE AND ACCEPTANCE TESTING

Deliverables resulting from this solicitation will be accepted based in part on satisfaction of the Section 508 Chapter 2: Scoping Requirements standards identified above.

https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule

The Government reserves the right to test for Section 508 Compliance before delivery.

The Contractor shall be able to demonstrate Section 508 Compliance upon Deliverables resulting from this solicitation will be accepted based in part on satisfaction of the Section 508 Chapter 2: Scoping Requirements standards identified above.

The Government reserves the right to test for Section 508 Compliance before delivery.

The Contractor shall be able to demonstrate Section 508 Compliance upon delivery.

3.0 INFORMATION TECHNOLOGY USING ENERGY-EFFICIENT PRODUCTS

The Contractor shall comply with Sections 524 and Sections 525 of the Energy Independence and Security Act of 2007; Section 104 of the Energy Policy Act of 2005;

Executive Order 13834, “Efficient Federal Operations”, dated May 17, 2018; Executive Order 13221, “Energy-Efficient Standby Power Devices,” dated August 2, 2001; and the Federal Acquisition Regulation (FAR) to provide ENERGY STAR®, Federal Energy Management Program (FEMP) designated, low standby power, and Electronic Product Environmental Assessment Tool (EPEAT) registered products in providing information technology products and/or services.

The Contractor shall ensure that information technology products are procured and/or services are performed with products that meet and/or exceed ENERGY STAR, FEMP designated, low standby power, and EPEAT guidelines. The Contractor shall provide/use products that earn the ENERGY STAR label and meet the ENERGY STAR specifications for energy efficiency. Specifically, the Contractor shall:

1. Provide/use ENERGY STAR products, as specified at www.energystar.gov/products (contains complete product specifications and updated lists of qualifying products).

2. Provide/use the purchasing specifications listed for FEMP designated products at https://www4.eere.energy.gov/femp/requirements/laws_and_requirements/energ y_star_and_femp_designated_products_procurement_requirements . The Contractor shall use the low standby power products specified at http://energy.gov/eere/femp/low-standby-power-products.

3. Provide/use EPEAT registered products as specified at www.epeat.net. At a minimum, the Contractor shall acquire EPEAT® Bronze registered products.

EPEAT registered products are required to meet the technical specifications of ENERGY STAR, but are not automatically on the ENERGY STAR qualified product lists. The Contractor shall ensure that applicable products are on both the EPEAT Registry and ENERGY STAR Qualified Product Lists.

4. The Contractor shall use these products to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user.

http://www.energystar.gov/products https://www4.eere.energy.gov/femp/requirements/laws_and_requirements/energy_star_and_femp_designated_products_procurement_requirements https://www4.eere.energy.gov/femp/requirements/laws_and_requirements/energy_star_and_femp_designated_products_procurement_requirements http://energy.gov/eere/femp/low-standby-power-products http://www.epeat.net/

The following is a list of information technology products for which ENERGY STAR, FEMP designated, low standby power, and EPEAT registered products are available:

1. Computer Desktops, Laptops, Notebooks, Displays, Monitors, Integrated Desktop Computers, Workstation Desktops, Thin Clients, Disk Drives

2. Imaging Equipment (Printers, Copiers, Multi-Function Devices, Scanners, Fax Machines, Digital Duplicators, Mailing Machines)

3. Televisions, Multimedia Projectors

This list is continually evolving, and as a result is not all-inclusive.

4.0 SHIPMENT OF HARDWARE OR EQUIPMENT

Inspection: N/A Acceptance: N/A Free on Board (FOB): N/A

Ship To and Mark For:

Primary Alternate Name: Provided At Award Name: Provided At Award

Address: Address:

Voice: Voice:

Email: Email:

4.1 SPECIAL SHIPPING INSTRUCTIONS

Upon delivery, Contractor shall confirm the Period of Performance associated with software support. The Contractor shall notify the Contracting Office if the dates do not align with subject Order so that a modification can be executed to revise the period of performance.

Prior to shipping, Contractor shall notify Site Points of Contact (POC), by phone followed by email, of all incoming deliveries including line-by-line details for review of requirements. The Contractor shall not make any changes to the delivery schedule at the request of Site POC.

Contractors shall coordinate deliveries with Site POCs before shipment of hardware to ensure sites have adequate storage space.

All shipments, either single or multiple container deliveries, shall bear the VA IFCAP Purchase Order number on external shipping labels and associated manifests or packing lists. In the case of multiple container deliveries, a statement readable near the VA IFCAP PO number shall indicate total number of containers for the complete shipment (e.g. “Package 1 of 2”), clearly readable on manifests and external shipping labels.

6.0GENERAL REQUIREMENTS

6.1 VA TECHNICAL REFERENCE MODEL

The Contractor shall support the VA enterprise management framework. In association with the framework, the Contractor shall comply with OI&T Technical Reference Model (VA TRM). The VA TRM is one component within the overall Enterprise Architecture (EA) that establishes a common vocabulary and structure for describing the information technology used to develop, operate, and maintain enterprise applications. Moreover, the VA TRM, which includes the Standards Profile and Product List, serves as a technology roadmap and tool for supporting OI&T. Architecture & Engineering Services (AES) has overall responsibility for the VA TRM.

6.2 SOCIAL SECURITY NUMBER (SSN) REDUCTION

The Contractor solution shall support the Social Security Number (SSN) Fraud Prevention Act (FPA) of 2017 which prohibits the inclusion of SSNs on any document sent by mail. The Contractor support shall also be performed in accordance with Section 240 of the Consolidated Appropriations Act (CAA) 2018, enacted March 23, 2018, which mandates VA to discontinue using SSNs to identify individuals in all VA information systems as the Primary Identifier. The Contractor shall ensure that any new IT solution discontinues the use of SSN as the Primary Identifier to replace the SSN with the Integrated Control Number (ICN) in all VA information systems for all individuals. The Contractor shall ensure that all Contractor delivered applications and systems integrate with the VA Master Person Index (MPI) for identity traits to include the use of the ICN as the Primary Identifier.

POINTS OF CONTACT

VA Program Manager:

Name:

Address:

Voice:

Email:

Contracting Officer’s Representative:

Name:

Address:

Voice:

Email:

Contracting Officer:

Name: Lori L. Walker Voice: 512-981-4134 Email: Lori.Walker1@va.gov

Contract Specialist:

mailto:Lori.Walker1@va.gov

Name: Tianna Woods Voice: 848-377-5326 Email: tianna.woods@va.gov

ADDITIONAL ITEMS

SPECIAL INSTRUCTIONS/REMARKS

Response Instructions: Respondents shall provide with its response a letter from the OEM for any and all proposed products certifying that the respondent or the respondent’s teaming partner, if acquiring the product through a teaming partner, is authorized to sell and provide the proposed product(s) as of the date of the submission of the quote/proposal. The OEM letter shall be provided on the OEM’s letterhead and signed by an authorized representative of the OEM. Additionally, the respondent’s quote/proposal shall explicitly self-certify that that it will not provide Gray Market Goods and/or Counterfeit Electronic Parts, and that it has the level of certification/specialization, as required by the OEM(s), to support authorized product sale and pricing for the products proposed. Failure to include the requisite OEM letter(s) and respondent self-certification may render the respondent’s quote Unacceptable and thus, ineligible for award.

mailto:tianna.woods@va.gov

INFORMATION SECURITY CONSIDERATIONS:

The Assessment and Authorization (A&A) requirements do not apply and a Security Accreditation Package is not required

All VA sensitive information shall be protected at all times in accordance with local security field office System Security Plans (SSP’s) and Authority to Operate (ATO)’s for all systems/LAN’s accessed while performing the tasks detailed in this Product Description.