SOW Physiological Monitoring System.docx

Statement of Work

1. Contracting Officer’s Representative (COR)

2. Contract Title. Physiological Monitoring Replacement

3. Background.

The current physiological monitoring system in use at the Alexandria VA Health Care System (AVAHCS) utilizes 2 different vendor solutions and needs to have a single vendor solution for all patient data to flow properly to the electronic patient record. Additionally, the current vendors do not have a Cerner compatible solution for the full spectrum of physiological monitoring needs of AVAHCS.

Our current vendor for the majority of our physiological monitoring solution does not have a viable telemetry solution that can be implemented in our facility. We need a one manufacturer solution for all our physiological monitoring needs for seamless data transferability moving forward in preparation for the Cerner implementation.

Purpose of Project Upgrading the system’s platform and infrastructure to a single vendor will bring AVAHCS up to an acceptable standard of care. Furthermore, upgrading the existing infrastructure is the only adequate option to take because the medical center needs to have standardized monitoring in order to prevent any patient endangerments in an emergency crisis.

The existing monitoring system located in the medical center is not currently up to the equipment’s standards. Various construction projects have occurred since the initial installation so consequently upgrading and replacing the existing cabling and hardware is an expected component of this project.

4. Scope.

Contractor shall provide all equipment, labor, material, and supplies necessary to upgrade and install a complete wireless telemetry patient monitoring system, for the AVAHCS as defined in this statement of work and according with the respecting Federal Supply Service (FSS) contract of the awardee. This procurement is being conducted under the authority of the Federal Acquisition Regulation (FAR). Prices are all inclusive for items and conditions identified in the SOW. Any associated shipping and handling to or from Alexandria LA.

The following areas need to be included in the facility physiological monitoring solution for AVAHCS.

All counts are approximate and will be finalized upon walk-through. The facility will keep any of the existing system’s inventories that are viable and equipment being replaced should be considered for trade-in value. Any cost savings associated with equipment, implementation, and licensure will be considered when evaluating submittals.

A single contract order shall be awarded for the medical center. Offers should be based on ability to upgrade, replace, and install services summarized in the table below. Each line item’s specifications are further described in the Specific Tasks section as well as the salient characteristics document.

Table 1: Scope of the project requirements

(WiFi compatible)

(MR Compatible)

5. Specific Tasks.

1. Central Station(s). This equipment must permit the user to view all networked monitors associated with the particular care area. This shall include, but not be limited to, a large high quality display, software, mounts, UPS and all connections and accessories to accommodate the remote monitoring functionality. The equipment shall provide the following features and functionality:

· Hardware, software, and licenses must be provided and compatible with existing monitoring system

· Display must be 24-27 inches

· Full Disclosure

· At least 72 hours

· At least 6, user selectable, parameters per patient

· May be stored at central station or on a separate server

· The number of patients displayed on the central station will be unit specific

· Up to 32 simultaneous views on a display.

· Displays waveforms and numerical information

· Central Station and full disclosure may be on separate computers

· Enables users of central station to rapidly view, adjust, and respond to alarms.

· Alarm review

· At least 3 levels of alarms with visual and audible alerts

· Ability to print alarms and measured parameters

· Arrhythmia Histories

· Graphic trends

· Tabular trends

· Easy trend data review capability for physicians

· Touch screen and Keyboard and mouse to enter patient information

· 2 channel strip recorder

· Industry standard hard-wired printer

· Industry standard non-proprietary display

· UPS to power the central station processor and monitor for at least 10 minutes

· System shall be configured to allow all telemetry packs and/or patient monitors networked in associated care area to be viewed on the central station and any central station client system associated with said central station.

· Networked to allow view of patients in other units from any central station.

· Include features that enable remote diagnostics, troubleshooting, and maintenance of equipment.

· System shall permit the exchange of HL7 data with VISN 16 Clinical Information Systems.

2. Hard-Wired Bedside Monitors. The hard-wired bedside monitors shall include, but not be limited to, the following functionality:

· Monitoring of physiological data including: Nellcor SpO2, continuous ECG, HR, etCO2, respiration.

· Display is a minimum of 12-inches wide

· Monitor must have built in battery backup

· Monitor must be able to transfer patient data to transport monitor

· Permits viewing from remote central monitoring station

3. Transport Monitors. The transport monitors shall include, but not be limited to, the following functionality:

· Monitoring of physiological data including: Nellcor SpO2, continuous ECG, HR, etCO2, respiration.

· Display is a minimum of 12-inches wide

· Monitor must have built in battery backup

· Monitor must be able to transfer patient data to bedside monitor

4. MR Compatible Transport Monitors. The monitor shall include, but not be limited to, the following functionality:

· Monitoring of physiological data including: Nellcor SpO2, continuous ECG, HR, etCO2, respiration.

· Display is a minimum of 12-inches wide

· Monitor must have built in battery backup

· Monitor must be able to transfer patient data to transport monitor/bedside monitor

· Must be compatible with Philips Ingenia 1.5T MRI

5. Hard-Wired Bedside Monitors (Anesthesia Machines). The hard-wired bedside monitors on Anesthesia Machines shall include, but not be limited to, the following functionality:

· Monitoring of physiological data including: Nellcor SpO2, continuous ECG, HR, etCO2, respiration, and bispectral index monitoring

· Display is a minimum of 12-inches wide

· Monitor must have built in battery backup

· Monitor must be able to transfer patient data to transport monitor

· Must be compatible with Drager Innovian’s Anesthesia Record Keeping solution

6. Telemetry Transmitters. The telemetry portion of the system shall provide coverage for the specified areas of the facility through use of existing infrastructure, replacement infrastructure, or a combination of both. Offeror shall be responsible for site survey, design, system infrastructure, installation, commissioning, and project management. The telemetry transmitters shall include, but not limited to, the following functionality:

· Patient worn device enabling wireless monitoring of physiological data including: Nellcor SpO2, continuous ECG, HR, PVC, pulse, and respiration.

· Permits viewing from remote central monitoring station

· Transmits in 600MHx or 1.4GHz (WMTS Spectrum)

· Must have a minimum 2.5” color LCD touchscreen display with automatic screen locking

· Shall be capable of reviewing up to 10 minutes of full disclosure and trends

· Shall withstand accidental water submersion per IPX7, IEC 60592

· Must utilize a 1.4 GHz smart hopping network to prevent interference with existing wireless networks and equipment in the facility

· Shall record data locally when not connected to a wireless network. This data shall be uploaded once wireless network is reconnected.

7. General Specifications All upgrades, hardware, and software must be compatible with existing medical center monitoring system. This fourth floor upgrade shall cover the telemetry units.

· For all monitoring hardware must be able to interface with VISTA/CPRS.

· This includes complete implementation and set-up for all monitoring hardware to be able to view VISTA/CPRS records and send/receive (i.e. open/ close consults) information into VISTA/CPRS.

· Turn-Key Installation providing all services, hardware, and accessories for a complete and functional system.

· The monitors will be networked together unless otherwise specified by the COR

· Minimal layers of Data entry to facilitate rapid acquisition of patient data

· All cables and accessories to provide a complete and functional system are included

· Must provide continuity of monitoring of patients during the project to install new monitoring.

· Must have at least two (2) field service engineers within 4 hours of Alexandria LA.

8. Training

· Clinical training for all shifts to train tele-nurses on the new central stations and upgrade.

· Biomedical Engineering training shall be equal to the training provided by the manufacturer for their service personnel, and will train the designated in-house personnel on the calibration, maintenance, and repair of the entire system purchased. This training will occur at the location of the Offeror’s training facility, and shall include associated travel and lodging expenses. This training shall be provided prior to expiration of the warranty period.

9. Cabling/Network The vendor will provide current and official MDS2 and 6550 forms regarding all the equipment they are providing as part of the monitoring installation. These forms must be received as part of the bid documentation unless otherwise approved by the COR and Contracting Officer.

· All cabling and accessories to provide a complete and functional system

· If current cabling and antennas are to be re-used it must be recertified with proper documentation presented to the COR.

· Current cabling must be CAT 5 certified or higher, if it is not it must be removed and re-wired.

· All current network hardware: switches, routers, hubs, etc. must be replaced if not compatible with system upgrade.

· The quote for the network installation needs to be a separate line item than the equipment and shall include cost per network node, including cable run, terminations, any necessary hardware and installation cost.

· All above ceiling cabling runs shall be tie-wrapped and placed in telephone/data trough, in a conduit, or properly routed through interstitial area per hospital facilities requirements and local electric codes.

· Cables shall be bundled neatly and in a professional manner especially when cables converge at network hardware.

· Cables shall be marked at each end indicating the termination point of the other end.

· All new network cabling, terminations, and any patch panels used shall be CAT5E/CAT6 certified.

· All cables shall be terminated TIA568A.

· Any cable run through plenum space shall be plenum rated according to NEC and applicable fire codes.

· All cable runs shall be tested and certified in accordance with TSB-67 and TIA/EIA 568-A or latest TIA/EIA Revisions.

· The Offeror shall provide a copy of all test results to the COR in electronic format that can be displayed and/or viewed.

· Cable length shall be included in this report.

· Documentation of the network shall also be provided and include a marked up drawing (as built) showing jacks and room locations.

· The system will be configured to view patients throughout the hospital or care areas.

· Drawings that indicate the location of the monitoring devices will be provided for the Medical Center.

· Interface will be compliant with VA National interface standard.

· All networking equipment must be Cisco. (Switches, hubs, routers, etc.)

· Any offsite server or network maintenance or support provided by the Offeror can only be done VPN access after the Offeror has obtained the VPN access from the VA.

· Offerer must provide VPN contract number if applicable.

· All networking hardware shall be rack mounted in room designated by Facility Project Manager or COR.

· INFECTION CONTROL POLICIES SHALL BE ADHERED TO AT ALL TIMES AND PERMITS APPROVED EACH DAY AND POSTED.

5.1 Task 1 - Enterprise Management Controls.

5.1.1 Subtask 1 - Integration Management Control Planning. Provide the technical and functional activities at the required level for integration of all tasks specified within this SOW. Include productivity and management methods such as quality assurance, progress/status reporting and program reviews. Provide the centralized administrative, clerical, documentation and related functions.

5.1.2 Subtask 2 - Contract Management. Prepare a Contract Management Plan describing the technical approach, organizational resources and management controls to be employed to meet the cost, performance and schedule requirements throughout Contract execution. Provide a monthly status report monitoring the quality assurance, progress/status reporting and program reviews applied to this contract.

Deliverables: Contract Management Plan Monthly Status Report

6. Performance Monitoring Performance will be monitored by the Contracting Officer Representative, Edel Ramirez-Vargas, or the Biomedical Engineering technical POC, Mindy Gonzales, throughout the implementation of this project. Any deficiencies will be reported to the Contracting Officer.

7. Maintenance Requirements A. Licensing Software updates The Offeror shall provide at no charge for the duration of the warranty period (minimum of five years) all computer software, access keys or codes, or external devices required for the operation, calibration, or repair of the equipment purchased. Any such items not listed on the price quote and required for maintenance of the system, shall be taken as included with the purchase of the system. Any minor upgrades or changes to the maintenance software, hardware, or access keys or codes shall be provided at “no charge” to the medical center during the time the equipment is operational at this facility. All application software licenses are included in the purchase of the equipment and shall not a require renewal charge for the period of time the equipment is in use in the facility.

B. Warranty The Offeror shall provide a minimum warranty of no less than five (5) years for parts and labor after date of installation. All equipment sent for replacement must be returned/replaced with a working replacement within 48 hours of receipt to the Alexandria VA Health Care System.

C. Service The Offeror shall provide annual pricing for service and support post warranty for a period of five years. In addition, maintenance and other service shall be provided with 24 hours of notice of failure.

Emergency service must be provided within 6 hours of notification. Telephone response does not satisfy this requirement. An emergency is deemed anything which prevents system operation or disrupts continued patient care.

The contractor guarantees availability of servicing and replacement parts for a period of ten (10) years from the point of install.

D. User and Service Manuals The Offeror shall provide, at no charge, two (2) complete and unabridged printed copies and one (1) electronic version (CD) of operator manuals, service manuals, electronic schematics, troubleshooting guides and parts lists for each piece of equipment purchased to the (Contracting Officer’s Technical Representative (COR) with delivery of equipment. Additionally any upgrades to these documents shall be provided by the Offeror free of charge. These manuals will include all components and subassemblies, including those not manufactured by the Offeror. These manuals and documentation shall be identical to the ones supplied to the manufacturer’s service representatives and shall contain the diagnostic codes, commands, and passwords utilized in maintenance, repair and calibration of the equipment.

E. Biomedical testing Equipment The Offeror shall include all necessary biomedical testing and preventative maintenance equipment necessary for the system F. Hardware Upgrades At the time of award all equipment and related peripherals contracted for shall be state-of-the-art technology. "State-of-the-art" is defined as the most recently designed components that are announced for marketing purposes, available, maintained and supported in accordance with mandatory requirements specified in the solicitation. Components and products with a manufacturer's planned obsolescence within the first year of contract award are not acceptable.

If hardware upgrades become available after award of this contract but prior to installation of the equipment, the contractor is requested to offer them to the Contracting Officer for consideration

8. Security Requirements Vendor must provide a valid MDS2 and 6550 form with bid documentation. The C&A requirements do not apply and a Security Accreditation Package is not required.

9. Packaging, Packing and Shipping Instructions.

Vendor is responsible for delivery coordination as part of implementation project management.

EVALUATION CRITERIA

The Government will base its evaluation for acceptability on the factors described below:

Only responsible contractors who meet the qualification requirements listed in clause 52.209-1 prior to award will be considered and evaluated based on the following factors.

FACTOR 1: Technical Evaluation Criteria Sub-Factor 1: Technical Capability Sub-Factor 2: Past Performance Sub-Factor 3: Project Schedule FACTOR 2: Cost/Price Order of Importance Factor 1 (Technical Acceptability), and Factor 2 (Cost/Price), are of equal importance.

Evaluation Methodology Technical acceptability evaluation will be evaluated first and the proposals will be listed from lowest to highest price. After technical acceptability is evaluated price will evaluation: starting with the lowest evaluated priced offeror. Only those offerors determined to be technically acceptable, either initially or as a result of discussions will be considered for award. The lowest price technically acceptable proposal determined to be responsible will be determined the “best value” proposal and the evaluation of all other proposals will cease.

FACTOR 1: Technical Evaluation Criteria – A formal technical proposal is not required. The solicitation will be evaluated to determine if the offeror has complied with all requirements of the solicitation. This is considered to be met when the offeror proposes IAW Section B and all attachments to the RFP. Only those offers determined to be technically acceptable, either initially, or as a result of discussions, will be considered for award.

NOTE: Each sub-factor within the Technical Factor will receive a rating of acceptable or unacceptable. An unacceptable sub-factor assessment will result in an overall unacceptable technical rating.

Sub-factor 1: Technical Capability –

a. Project Personnel experience (Specialized experience and technical competence). The Offeror shall demonstrate the relevant experience of key personnel through a biographical narrative. Provide information on their proposed (1) project manager and other assigned personnel. All criteria in this element are of equal importance. Information shall include relevant personnel that will be assigned to this procurement:

· Name of individual.

· Company employed by

· Company position title

· Years with company

· Describe work experience with projects that were VA healthcare, Federal Government and private sector of similar projects and the company (by name) they worked for when involved in the project.

· An indication of which (if any) projects submitted above the individual participated in and what responsibilities they had for the project.

· Position that the individual will hold in regard to this project team, description of duties and what percentage of the individual’s time would be committed to the project during the life of this contract from start to expiration.

· All employees shall describe job related educational experience including training, certificates, etc. associated with the scope of work.

b. Technical/Management approach – The Offeror shall demonstrate the following understanding of the requirements, relevant to the subject procurement:

· Project delivery Philosophy – Include statements concerning elements for successful communication, commitment and conflict resolution.

· Quality assurance/Quality Control Plan-The Government will evaluate the your proposed quality control plan in relation to steps planned to ensure services provided meets the Statement of Work requirements, including the contractor’s method for meeting the required response time, are clearly outlined with anticipated methods in place.

· Project Organizational Chart and Narrative – Include team members submitted. Clearly describe the prime responsible firm and individuals as well as the roles and responsibilities for individuals proposed. Provide a brief narrative of all proposed major sub contractors, including phone numbers, addresses, names of contacts, years of experience, size and scope of relevant projects.

· Capability to perform – The Offeror shall provide a statement of their company’s ability to provide technically acceptable products that meet specifications within the statement of work, and current workload and availability of staff and resources to adequately manage and execute the project

Equipment Capability – Offeror shall provide documentation of capabilities, three (3) references from Veteran Affair hospitals, including IT, Biomed, and clinical contacts and provide brief answers to the following capability needs.

1. The Full disclosure and review system will be capable of storing single lead EKG (or) multiple lead EKG (or) all waveform parameters.

1. The Full disclosure and review system will be capable of 8/12/24/48 hours of continuous storage for each patient.

1. The central station screen size is between 24-27 inches and capable of displaying 16/12/8/4 waveforms simultaneously.

1. The central station includes a laser printer

1. The monitoring system will be capable of electronic transfer to the Electronic Medical Record (EMR) or the VA's CPRS/VISTA

1. Networking equipment must comply with VA National Interface Standards (Cisco) (switches, routers, hubs, etc..)

1. Telemetry Functions:

6. Monitors ECG

6. Monitors Nellcor SpO2

6. Transmits on 600MHz or 1.4GHz

Sub-factor 2: Past Performance – The absence of any past contract performance data will be neither favorable nor unfavorable

a. The Offeror shall demonstrate VA, Healthcare, Federal Government or private sector experience with no less than three projects completed within the last three 3 years of contracts of equal or greater complexity, size and scope to this project. The Offeror shall provide evidence of the Offeror’s past experience and performance in accomplishing the tasks and providing deliverables similar to those required by this Statement of Work. All criteria in this element are of equal importance. Provide the following information:

· Project title, location, summarized project scope.

· Project owners name and telephone number of owner’s contact person.

· Project’s major subcontractors and name and telephone of contact person.

· Project Statistics including start an completion dates, contract type and dollar value;

· Number of projects performed in a hospital or health care facility.

Proposed budget for the engagement, actual engagement cost, and reasons for any significant differences;

Sub-factor 3: Project Schedule –

a. Offeror shall demonstrate proficiency in performing multiple phases of patient monitor and installation and explain how they have performed these tasks in a healthcare facility.

b. Offeror shall demonstrate its’ capability to meet the required two (2) hour response time for service calls and repair plans.

Discussions If more than one QUALIFIED, RESPONSIVE, AND RESPONSIBLE proposal is received, the Government intends to award without discussion. However, the Government reserves the right to enter into discussion with all parties if is in the best interest of the United States. If only one QUALIFIED, RESPONSIVE, AND RESPONSIBLE proposal is received, the Government intends to enter into discussions and negotiations with the single Offeror.