S02 Intent to Sole Source 36C24723Q0257 OR Control System.pdf

***INTENT TO SOLE SOURCE NOTICE-***

Estimated Date of Award: Jan 17, 2023

Synopsis:

The Department of Veterans Affairs, Birmingham, AL located at 700 South 19th St, Birmingham

35233 intends to award a sole source procurement for the software and licensing for Healthcare

Control Systems Inc.

EQUIPMENT PURCHASE: 1 BASE YEAR 3/1/23 - 2/29/24 PLUS HARDWARE WARRANTY

The contract will be for base year plus four renewable option years. The manufacturer of the intellectual property in Healthcare Control Systems Inc and the only authorized distributor for this requirement. The applicable NAICS code for this procurement is 541512 - Computer

System Design Manufacturing, with a business size standard of $30 million.

Furthermore, the Contracting Officer has determined that no opportunities exist for competition for either Service-Disabled Veteran Owned Small Businesses (SDVOSB) or Veteran Owned

Small Businesses (VOSB). The Contracting Officer has determined Healthcare Control Systems

Inc is the only authorized vendor for this procurement.

Therefore, the Government intends to solicit and negotiate with only one source under the

Authority of FAR 13.106-1 which states that Contracting Officers may solicit from one source if the Contracting Officer determines that the circumstances of the contract action deem only one source reasonably available. This is because market research efforts found that HealthCare

Control Systems Inc is the only vendor authorized to provide software and licensing for their equipment without voiding warranties associated with the previous procurement.

This notice of intent is not a request for competitive quotes. However, the Government will consider all quotes received no later than 1:00pm EST on Jan 11, 2023. A determination by the

Government not to compete with the proposed contract based upon responses to this notice is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement.

System for Award Management (SAM): Rule requires a firm to be registered in the SAM

Registration Data Base (SAM), prior to award of any contract and agreements. Firms must register on an on-time basis, and annually confirm accuracy and completeness of registration information. To register in SAM, go to: https://www.sam.gov/portal/public/SAM/. If you have any

Benford Brundage, Contracting Officer, benford.brundage@va.gov

STATEMENT OF WORK (SOW)

A. GENERAL INFORMATION

1. Title of Project: Real-time control systems for the management of all Operation

Room/Anesthesiology patient care activities (this is a renewal contract with 4 option years) mailto:benford.brundage@va.gov

2. Scope of Work:

The Birmingham VA Medical Center (BVAMC) located at 700 South 19th Street, Birmingham, AL 35233 requires real-time control systems for the management of all

Operation Room/Anesthesiology patient care activities

Implementation needs to commence immediately upon contract award must include:

1. All vendor labor cost and travel cost associated with installation or reinstallation of the system.

2. Installation of software upgrades as required.

3. Assistance to BVAMC staff who support affected servers, workstations and touch screen monitors when vendor application software issues arise.

4. On-call software support Mondays-Fridays, 8am -5pm CST excluding Christmas

Eve and Day, New Year’s Eve and Day, Memorial Day, July 4th and Labor Day.

5. Remote support via site-to-site VPN access to application server.

6. HCS shall deliver the warranty for the control system.

6. Annual license fee, if any, for the control systems and for a base year and four possible option years.

The BVAMC will be responsible for supporting and maintaining all hardware in good working order for the term of each license. BVAMC shall reimburse vendor for travel costs in the event the BVAMC requests vendor personnel to be on-site to perform services after the end of the first term/base year of the contract.

The functionality of the systems must include, provide and or allow:

- Timeline display of color-coded procedures yesterday, today, and next business day

- Active room summary and options for text summary, roster, and staff assignment display

- Procedure reschedule and room changes via drag and drop

- Drill down procedure detail via touching/clicking on procedure

- OR strip-based view with drag and drop procedure order/rooms and assignments

- Integration with host data to download booking data and schedules

- Integration with host data to download booking checkpoints, special notes, and health factors

- Staff assignment including in room clinical staff

- Multiple staff assignment and relief for today and next business day

- Staff break and lunch integration including planning for Own and Need Relief options

- Drag and drop staff assignments via color-coded tags

- Entry for staff notes for special assignments (float, inventory, etc.)

- Popup lists for rooms/beds

- Beds/rooms color-coded with existing use noted

- Ability to add notes on procedures

- Blood bank color-coded status and notes entry

- SPD color-coded status and notes entry

- Pre-Op RN status

- OR Room Ready status

- Electronic Patient Call process with alerts

- Patient history notes for repeat patients with anesthesia issues

- Real-time web schedules today and next business day for physicians, anesthesia, and OR staff

- PACU patient support

- PACU nurse rotation

- Pre-Op/Post-Op room and nurse assignment

- Post-Op bed and nurse assignment

- PreOp/PostOp room tracking including use for family location/consultation

- Roster tracking electronically including In-Out times and release order

- Call in notes marked electronically

- Name alert notation on same last name

- Patient infection status icons/notation on schedule

- Alerts on patient arrival and patient discharge from OR for family notification

- Security on all functions controlled by user via role based keys

- Staff and physician schedules via drill down on name

- Customizable physician alerts on patient Arrival, PreOp, and Room Change

- Schedule printout for staff including staff assignments

- Coordinated inpatient retrieval with OR and Pre-Op

- Room turnover management

- Turnover marking by EMS staff via kiosk or tracking tag

- Special OR view for circulators in OR to extend/shorten case and request family consult

- Special OR view for circulators in OR to print labels, enter notes, or view schedules

- Vantage reporting engine to produce real-time and ad hoc dashboards and reports

- Multiple daily, monthly, and ad hoc reports

- Automatic scheduled distribution of specified reports

- Concurrent tracking of same patient with multiple procedures

- Integration with touch screen kiosks

- GUI accessible by authorized user via standard browser accessing intranet page

- No specialized software required for installation other than browser and Java runtime

- User access across facility in areas such as ED, labs, and on the floors

- Use of existing network user logons and integration with Active Directory

- Display of critical equipment

- Electronic notification alert/acknowledgement process

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.