6515--VISN 12 Telemetry/Wave strip Documentation System

SOURCES SOUGHT SYNOPSIS

The Department of Veterans Affairs is issuing this sources sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support a requirement for Cardiac (Telemetry and Bedside Monitoring) Documentation and Reporting Digital Solution for the following Veterans Integrated Service Network (VISN) 12 facilities: Edward Hines VA Hospital in Hines, IL; Captain James A. Lovell Federal Health Care Center (FHCC) in North Chicago, IL; VA Illiana Health Care System in Danville, IL; Jesse Brown VA Medical Center in Chicago, IL; Clement J. Zablocki VA Medical Center in Milwaukee, WI; William S. Middleton VA Hospital in Madison, WI; Oscar G. Johnson VA Medical Center in Iron Mountain, MI; and Tomah VA Medical Center in Tomah, WI. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 339112 Surgical and Medical Instrument Manufacturing.

THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.

REQUIREMENTS:

Provide a vendor-agnostic comprehensive Cardiac (telemetry and bedside monitor) Patient Documentation and Reporting Digital Solution that integrates to patient monitoring networks and to the VA s Electronic Health Record (EHR). The main functionality of this solution is it should allow for digital documentation of ECG waveform strips from patient telemetry and bedside monitoring system. The solution shall then provide the ability to send the documented ECG strips digitally into to the medical center's legacy EHR system and future EHR system. Vendor must provide unlimited user licenses for end users for all sites in VISN 12.

Integration Requirements

Patient Monitoring

Integrate to all patient monitoring systems in VISN 12 (their current vendor & their current version)

GE Patient Monitoring for most V12, & Philips (Madison and Tomah)

Danville is Spacelabs, but they are under contract for migration to GE

Integration must capture all patient data waveforms, alarms, vital signs, etc.

Electronic Health Record (EHR)

Integrate to both legacy and new EHR to send Documented Cardiac Strips into patient s electronic health record

VA s specific implementation of VistA (aka CPRS) - this is the Legacy EHR

Integration must send a PDF of the cardiac strip report to VistA Imaging and generate a TIU note in VistA CPRS that references the VistA Imaging report

VA s specific implementation of Cerner Millennium this is the New EHR

Must have a production and a test server

The solution must work for both inpatient AND outpatient areas that have the same cardiac strip reporting workflow as inpatient areas.

Active Directory

Integrate to Active Directory for single sign on in accordance with the PIV Compliance Playbook

Solution must be Single Sign On

Single Sign On must be achieved using Integrated Windows Authentication (IWA)

FHCC DOD employees have CAC cards rather than PIV cards

Technical requirements

The following documents will be required. These are necessary for authorization on the VA network.

Network topology

Ports and protocols

Software Inventory

VA Directive 6550 Appendix A

Manufacturer Disclosure Statement for Security (MDS2)

Must provide VA Enterprise Risk Assessment (ERA), if a VA ERA exists.

If ERA does not exist, ERA approval must be obtained after complete package submission. This needs to be accounted for in the project schedule.

Servers must be able to be run as VMs on a VA provided on-prem ESXi host

Must have TRM (http://trm.oit.va.gov/SearchPage.asp) approval for client software and all components of client software. Manufacturer should verify there are no prohibited components of their software in TRM.

For any web browser functionality, it must be able to be run in Microsoft Edge

Contractor must obtain credentials required for Remote Access, or have an approved Site to Site VPN tunnel with VA to remotely support product. Software and support must function without any generic interactive domain service account.

Must support regular OS patching

Must be run on a supported OS

Must support regular backups of data

Ability to chain VAMC servers together (for certain facilities)

End users must see beds from other facility(ies) directly in their GUI. They should not have to switch to a separate GUI.

Clinical Functionality Requirements

Display ECG waveforms to the end user in near real time (at most, a 1 second delay)

View ECG data in Full Disclosure mode

Need ability to go back at least 12 months

Store waveforms, alarm data, and vitals sign data for all patients on bedside or telemetry monitoring in hospital for at least 12 months

Need quick, efficient way to grab current ECG waveform strip

Finding a Strip

Search by patient Medical Record Number (MRN), patient name, and/or time

Documentation of Strip

Use digital calipers to measure cardiac waveforms. Should provide measurements down to the millisecond.

Workflow of Strip from Generation, Documentation, to Including in Report

Select the patient

Select new strip for immediate documentation or to place in holding queue

Document strip

Measure waveforms with digital calipers

Add interpretation (i.e. Normal Sinus Rhythm)

Add comments if needed

Place documented strip in holding queue, or immediately send to EHR as urgent strip

Generate a report containing all document strips from holding queue, and send shift report into EHR

RNs should have ability to add strips to their own holding queue for documentation later in shift

Ability to view strips associated to patient alarms (i.e. tachycardia)

Cross site Strip Documentation workflow

Ability to chain servers together so that staff can remotely monitor beds from a smaller facility. (I.e Iron Mountain beds / ECG waveforms need to be displayed in both Milwaukee s and Iron Mountain s GUI.)

View other sites patient beds without logging into a different environment

A Supporting facility use must see both facilities patients in GUI. Recipient facility does not see both.

Documented strips go into EHR to where patient is physically located

The Supporting Facility user should not need access to Recipient Facility s EHR for facilitation of this use-case

Ability for tele-tech to get urgent strips right to RN and immediately into EHR

Single sign on via active directory integration functional requirements:

Roles and access should be based on membership to active directory group

i.e.) An Active Directory (AD) group in Milwaukee named VHAMIWTeleDocUsers, and a user must be part of that group to get User Level permissions in TeleDoc solution. Similar scenario for Admin Level role.

Tele-Tech Staff Specifical Functional Requirements

System must be searchable and filterable by patient name, patient ID, room/unit, timeframe, and alarm history. Must be able to search and filter by one or a combination of these parameters.

For filtering, include room number and filter by unit as defined by patient monitoring systemÂ

Send urgent strips immediately into EHR via a button click have a Comments area where staff can write free text who they notified of the alarm/tele concernÂ

Capture waveforms that go into a queue for nursing staff to interpretÂ

Ability to review retroactive/historic ECG strips, waveforms, alarms, and vital signsÂ

Retroactive/historic ECG strips, waveforms need to display as a full disclosure view to see waveforms across user-definable timeframes, in a single view. From this view, they should be able to drill in and select a waveform strip for potential addition to the shift report.Â

Have Summary Page/tab have preview button so staff can review what saved strips will be sent to EHR and then click button to send to EHR; have Reports button on Summary page that allows previously sent reports to be viewed (without having to go directly to EHR to find sent strips). Should have option to save report to computer as well as print report.Â

Ability to edit the report (I.e. save a strip to a previously saved report). Â

Nursing staff specific Functional Requirements

System must be searchable and filterable by patient name, patient ID, room/unit, timeframe, and alarm history. Must be able to search and filter by one or a combination of these parameters.

For filtering, include room number and filter by unit as defined by patient monitoring system

Send urgent strips immediately into EHR via a button click - have a Comments area where staff can write free text who they notified of the alarm/tele concern

Capture waveforms that go into a queue

Review & document ECG waveforms in their cue from tele-tech and strips they had added to their own queue

Document ECG waveform segment measurements with digital calipers. Add an interpretation from a pre-defined list of options. Add notes. Save strip to a list of documented strips to be sent to EHR later or send strip to EHR immediately.

Send report of all documented strips into patient record at a time that is specified by their ward s policy (usually end of shift).

Ability to review retroactive full-disclosure ECG strips, alarms, and vital signs

Have Summary Page/tab have preview button so staff can review what saved strips will be sent to EHR and then click button to send to EHR digitally; have Reports button on Summary page that allows previously sent reports to be viewed (without having to go directly to EHR to find sent strips). Should have option to save report to computer as well as print report.

Ability to edit the report (save a strip to a previously saved report)

Cardiologist RequirementsÂ

Cardiologist MD staff must be able to view patient ECG waveforms, vitals, and alarms from off campus through the VA approved VPN connection.Â

Training and education

8 hours of on-premise education in classroom setting for super usersÂ

2-4 hours of on-premise education in classroom setting education for tele-techs and RNsÂ

2-4 hours of virtual education sessions for unlimited MDsÂ

24 hours of on-premise end-user support during implementation Â

Vendor provides:Â

User ManualsÂ

Training Videos Specific for VISN 12 ImplementationÂ

Role Based Job Aides Specific for VISN 12 Implementation for the following roles:Â

Tele TechÂ

RNÂ

Nurse Manager / Clinical Nurse Specialist / Charge NurseÂ

MDÂ

If your organization has the potential capacity to provide this commodity, please provide the following information: 1) Organization name, address, email address, Web site address if applicable, telephone number, and size and type of ownership for the organization; and 2) Tailored capability statements addressing the particulars of this effort and documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements.

The Government will evaluate market information to ascertain potential market capacity to provide commodities consistent in scope and scale with those described in this notice and otherwise anticipated.

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES, SOLE SOURCED OR PROCURED THROUGH FULL AND OPEN COMPETITION. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Submission Instructions: Interested parties who consider themselves qualified to provide the above-listed commodity are invited to submit a response to this Sources Sought Notice by 10:00 am Local (Central) Time on May 12, 2023. All responses under this Sources Sought Notice must be emailed to joni.dorr@va.gov.