VISN 8 Positive Patient Identification Solution SOW DRAFT.docx

VISN 8 Positive Patient Identification Solution/System

1. Intent The intent of this Statement of Work is to procure and implement a Positive Patient Identification System (PPID) to enhance patient safety, reduce identification errors, and streamline clinical workflows within all hospital facilities of the Veterans Healthcare Administration (VHA) Sunshine Healthcare Network in Florida (hereinafter “VA” or “Government”. The system shall provide automated and accurate patient identification in real time at all points of care, with the collection of laboratory samples from hospitalized patients (primarily blood, but also urine, stool, swabs and other samples from hospitalized patients) being the launchpad of this regional project.

2.Background Current identification processes rely heavily on manual checks and non-standardized practices, increasing the risk of medical record errors, duplicate records, and medical identity theft. These issues compromise patient safety and lead to costly denied insurance claims and resource-intensive administrative corrections. Since 2003, The Joint Commission has recognized positive patient identification as a National Patient Safety Goal, highlighting its critical importance in healthcare. At VISN 8 facilities, current practices further increase the risk of mislabeling errors. Patient identification sheets and stickers can be shuffled, misplaced, or incorrectly attributed. Urgent laboratory work may be missed if collectors are not directly notified, and the laboratory lacks an information system to monitor the upstream collection process.

3. Orders and Ordering Methods All orders for products, services, and support related to the PPID system will be placed by authorized representative(s) of the VISN 8 in accordance with the ordering method specified herein. Orders will be submitted via written purchase order referencing this SOW and contract number. Only authorized personnel may place orders. The participating facilities listed in Attachment A may order services via Electronic Data Interchange (EDI), telephone, facsimile or other written communication, identifying the products by number, quantity, purchase price, address for delivery, and any special instructions.

4. Prices and Terms VISN 8 facilities will provide an estimated number of acute hospital beds (ICU-ED) and in-patient collectors (FTE). Pricing is based on the estimated ICU-ED beds/FTEs per facility at the time of solicitation. The Government reserves the right to include products and services later at additional locations. The Government estimates the volumes for the facility as listed in Attachment A but does not guarantee volumes as listed; they are estimates ONLY. Prices for all hardware, software, services, and support shall be as outlined in the vendor’s proposal and attached price schedule. Payment terms are net 30 days upon receipt of invoice and acceptance of deliverables. Any changes in scope or additional orders will require a written amendment to this agreement.

5. Term of agreement This will be a base year with four (4) option years including service and maintenance and shall be effective for the term of the contract including additional extensions. The resulting award shall be automatically extended for the remaining term of the contract without modifications. If the Contractor fails to perform in a manner satisfactory to the CO, the contract may be canceled with thirty (30) days written notice to the Contractor by the CO. The Contractor shall also reserve the right to terminate this contract with 30 days notification to the CO. The term of this agreement shall be one (1) year, commencing on the date of contract execution. VISN 8 intends to establish the base option year of the agreement starting on 07/01/2026 and ending on 06/30/2027. The service-maintenance option years shall start on 7/1/2027 and end on 6/30/2031. Period of performance can be modified at the discretion of the NCO 8, the Contractor and the Service Program. See proposed contract period of performance below:

· Base Option Year:07/01/2026 through 06/30/2027

· Option Year One (1)- 07/01/2027 through 06/30/2028

· Option Year Two (2)- 07/01/2028 through 06/30/2029

· Option Year Three (3)- 07/01/2029 through 06/30/2030

· Option Year Four (4)- 07/01/2030 through 06/30/2031

6. Description and Specification of Work The vendor shall provide, install, configure, and support a PPID system that includes all necessary hardware, software, and ancillary equipment to enable positive patient identification at all designated points of care.

6.1 Scope of procurement

6.1.1 Requirements (the vendor solution shall meet or exceed):

6.1.1.1 Main requirements: System shall meet and exceed necessary basic needs of:

· Positively identifying the patient at bedside using barcode scanning of patient wristband

· Displaying patient’s current pending orders

· Providing step-by-step specimen collection and labeling

· Allowing for contingency situations such as missed sticks, extra tubes

· Allowing for re-routing of work to other phlebotomists if necessary

· Patient identification must be compatible with current VA patient wristbands as they exist now, and must facilitate electronic bar code scanning for patient identification

· System must have security features to identify logged in users and audit their events

· Patient identification must be compatible with current blood bank practices

· System must have some method of real-time display of current orders and their status

· System must include an emergency “rainbow draw” feature for code blue patients that do not have orders placed in the chart yet

· System must include a computer-downtime contingency plan, and adequate backups for failover/disaster recovery

6.1.1.2 General requirements:

· Compliance with all applicable healthcare regulations (e.g., CLIA, CAP, TJC)

· Compatibility with VISN 8's IT infrastructure

· System integration with existing Electronic Health Record (EHR-CPRS-VISTA)

· Hardware (portable/ handheld scanners, portable/fixed printers, labels, etc.)

· Data migration and configuration

· Ongoing maintenance and technical support

· Scalability to accommodate future growth

· System testing and validation must be implemented without affecting current workflows

· Training for staff

6.1.1.3 Software

· PPID software licenses

· All software must be approved on the VA Technical Resource Model (TRM.)

· All software must meet all VA security and risk requirements. (ERA)

· Software must not over-ride or conflict with current VISTA routines and workflows

· Software must not be dependent on VA changes that require the change of Class I VISTA code. In other words, the software system must work “out of the box” and be compatible with the current VA architecture as it exists right now.

· Software must function on VA, locally hosted servers. VA staff must be granted full administration rights to those systems. Vendor remote access to those systems (if necessary) must be provided according to VA security regulations.

· System must meet analytic, data mining, and specimen tracking needs of the service lines. Some examples of these needs include:

· Queries for patient order status

· “Bingo Board” display of current needs

· Specimen Tracking

· Turnaround times

· Cancellation of orders

· Order and specimen collection history

6.1.1.4 Hardware

· Vendor must provide any proprietary peripheral hardware. If hardware can be generally acquired, then vendor may supply recommendations (examples: labels, cables/connectors, etc.)

· Durable, medical-grade barcode/RFID scanners and support for barcode, RFID, and biometric identification modalities.

· Redundant power supplies for critical components

6.1.1.5 Data Management

· Secure storage and transmission of patient data

· Audit trails for all identification events

· Data backup and disaster recovery procedures

· Secure authentication and encryption of patient data

· High system availability (99.9% uptime)

6.1.1.6 Operational features

· Real-time patient identification at registration, bedside, and point-of-care

· Integration with EHR for automatic data updates

· User-friendly interface for clinical staff

6.1.1.7 Support Features

· 24/7 technical support hotline

· Remote diagnostics and troubleshooting

6.1.1.8 Training

· Comprehensive initial training for staff and administrators

· Training materials (manuals, videos, quick reference guides)

· Ongoing training for new staff as needed

6.1.1.9 Maintenance and Upgrades

· Regular software updates and patches

· Scheduled preventive maintenance for all hardware

· Upgrades to new versions as released during the contract term

6.1.1.10 Preventive Maintenance

· Quarterly inspections of hardware components

· Proactive replacement of consumables (e.g., printer ribbons, wristbands)

· System health checks and performance optimization

6.1.1.11 Repair Service

· Repair or replacement of defective hardware within 60 business days

· Loaner equipment provided if repairs exceed 60 days

· All repairs shall be performed by certified technicians

6.1.1.12 Ancillary Support Equipment

· All necessary cables, mounts, and accessories for installation

· Spare parts inventory for critical components

· Optional mobile carts for portable identification stations

6.1.1.13 Preferred features (desired but not required):

· System integrates with current workflow so that testing can occur parallel to current operations

· System integrates with Admission Discharge Transfer (ADT) feed to maintain updated patient database

· System integrates with laboratory middleware Health Level 7 (HL7) feed to maintain updated orders database

· Data Archives

7.0 DELIVERY TICKETS: Unless otherwise agreed to, all deliveries under this agreement shall be accompanied by delivery tickets or sales slips that shall contain the following information as a minimum:

7.1 Name of contractor

7.2 Contract number

7.3 Model number or National Stock Number (NSN)

7.4 Purchase order number

7.5 Date of purchase

7.6 Quantity, unit price and extension of each item

7.7 Date of shipment.

8.0 INVOICES AND PAYMENTS: The Contractor shall invoice each delivery order as directed by the ordering activity. Payments will be made by the VA Finance Center, Austin, Texas.

Attachment A: (Quantities are estimated)

Beds Collectors (FTE)

10000 Bay Pines Blvd.

Building 100, Room 2B-101 (2nd Floor Lab) Bay Pines, FL 33744

ED-5

ICU-80

1201 N.W. 16th Street Miami, FL 33125

ED-22

ICU-19

7305 N Military Trail Room 4A203 inside of 4A201 West Palm Beach, FL 33410

1601 S.W. Archer Road Gainesville, FL 32608-1197

Total-570 ICU-284

10 Casia Street San Juan, PR 00921-3201

Total-357

ED-30

13000 Bruce B. Downs Tampa, FL 33612

13800 Veterans Way Orlando, FL 32827

ED-25

ICU-134

VISN 8-NCO8 reserves the right to amend this SOW as necessary to address operational needs or regulatory requirements. All amendments must be in writing and signed by authorized representatives of both parties.

End of Statement of Work