RFQ0087_SOW.pdf

STATEMENT OF WORK

Background:

The Cincinnati Veterans Administration Medical Center Pathology & Laboratory Medicine Service of Department of Veteran Affairs Health Administration has a requirement for the Leica CEREBRO System. The current workflow relies on manual entry of already digital data for Anatomic Pathology Specimens for diagnosis resulting in many typographical errors. The errors result in a significant Veteran safety risk and a delay in care. The Leica CEREBRO system is required to implement the Phillips Pathology Scanning system, as part of the national telepathology initiative.

Anatomic Pathology processes around 70 Veteran’s specimens from clinics and the Operating Room for Pathologic diagnosis per day. In Histology, this translates to around 100 tissue blocks and around 300 slides daily. Currently, the Veteran’s diagnosis is at a severe risk of integrity loss due to typographical errors. Without a second identifier for verification, we are allowing the process of hand labeling which results in the common transposition of numerals. Implementing the CEREBRO Specimen Barcode and Tracking System could eliminate the risk due to improper identifiers and provide the additional security of a double check with a barcode system alerting if any errors in handling occur. Our focus on the HRO Value “It’s about the Veteran” requires us to seek what is best for the Veteran and provide this standard of care.

Scope

The Leica CEREBRO System will be utilized for all Anatomic Pathology and Cytology specimens.

This is new technology and equipment that will be implemented at accessioning, grossing, embedding, signing out cases, and at the Pathologist’s workstations.

Requirements and System Capabilities

VISTA/LIS Compatibility –Contractor shall provide an active communication with VISTA. The communication must allow the accessioning step in VISTA to transfer the data into the Barcode and Tracking system without the manual step of double accessioning.

The system must be compatible with and able to interface with Cerner Millennium.

The system must be compatible with the Roche Ventana Slide Staining system.

Contractor shall offer government a system/software that will support the customization and configuration of specimen label and barcoding formats to allow for full integration with in-house systems (i.e., Immunohistochemistry Stainer, Special Stainer, Cytology Equipment, and Slide Imager.) The ability for the government to have access and ability to configure the specimen label/barcodes to be placed on the slides is vital to allow for review by the laboratory's pathologists.

The slide printers must comply with the VA PALMS Barcode/Label requirements for the National Telepathology Program.

o Bar codes - (STATION;CASEID;PART;BLOCK;LEVEL;STAIN) o Delimiter must be a Semi-Colon “;”.

Cannot be periods “.” Or dashes “-“.

Periods are used in Stains.

Dashes are used in CaseIDs.

Software:

- System software, main license key, server, LIS connectivity, screen protectors

- Contractor shall provide all necessary software/hardware (drivers) for interface with

VISTA.

- 3rd party connection to Roche Ventana system.

Equipment:

- Central server for production and test/backup environment

- Accessioning station (x1): 24” monitor, power cord, desk mount, barcode scanner, barcode stand, BOND Slide labeler, station.

- Processing station (x1): 15” monitor, power cord, barcode scanner, barcode stand, station.

- Grossing station (x1): 15” monitor, power cord, barcode scanner, barcode stand, station.

- Embedding stations (x1): 15” monitor, power cord, barcode scanner, barcode stand, monitor wall mount, station.

- Microtomy (sectioning) stations (x3): 15” monitor, power cord, barcode scanner, barcode stand, desk mount, BOND slide labeler, station.

- Pathologist stations (x5): barcode scanner, barcode stand, station, 3rd party instrument connectivity.

- Special Statins station and IHC Stations (x2): 24” Workstations, power cords, all in one stand, barcode scanner, barcode stand, slide labeler, sectioning station.

- Cytology stations: 24” workstation, power cord, all in one stand, barcode scanner, barcode stand, slide labeler, accessioning station, send out station, screen protector.

- Etching Printers: 4 slide etching printers.

- All consumable supplies required for the proper operation of the equipment supplied by the contractor are provided in the quote by the contractor.

General Provisions:

- With the added purchase of CEREBRO - SILVER SERVICE, the contractor shall provide maintenance (labor and parts) to keep the equipment in good operating condition.

- Call center available for IT ticket and troubleshooting of equipment is available 7a- 6p Eastern Standard time.

- Travel, per diem and other expenses associated with the repair will be borne by the contractor.

- Hardware replacement will be included for replacement with service.

Training:

- The contractor shall provide on-site training (basic operating and maintenance) during installation or equipment updates and conduct instructional course(s). In addition, the contractor shall:

- If needed, provide handouts and training materials in sufficient quantity for each participant. These are off-the-shelf courses, and the contractor shall provide lesson plans, course materials, and media (DVDs, CDs, videos, etc. if required) for each procedure at no additional cost to the Government.

- Upon installation the contractor shall provide for a Technical Support Specialist to assist in equipment installation/set-up, staff training and methodology problems and questions.

Ownership of equipment:

- Title to equipment provided is under ownership of the client. All accessories (unused consumables, etc.) furnished by the contractor shall accompany the equipment when purchased.

Delivery:

PLACE OF DELIVERY: Warehousing Department located at:

Cincinnati VA Medical Center Pathology and Laboratory Medicine Service 3200 Vine Street Cincinnati, OH 45220

Anatomic Pathology’s normal duty hours are from 8:00 am – 4:30 pm, Monday through Friday, excluding Federal holidays. The primary location provides diagnostic support to the facility during these hours.

The contractor shall coordinate delivery and installation with the laboratory point of contact must provide at least two weeks’ notice of delivery date.