Q522--VISN 2 Philips PACS (VA-22-00093751)

NOTICE OF INTENT TO SOLE SOURCE

VA VISN 2 s intends negotiate with a single source in accordance with FAR 13.106-1(b)(1) to procure ongoing support of an existing Radiology Picture Archiving and Communication System (PACS). This action is to be conducted without providing for full and open competition in accordance with FAR 6.302-1 -- Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements; however, all responsible sources may submit a capability statement, proposal, or quotation, which shall be considered by the agency.

BACKGROUND:

The existing PACS was procured via competitive procedures from Philips Healthcare Informatics, Inc. VISN 2 must maintain continued use of the existing system until the new PACS system can be fully implemented. The length of the transition process is unknown but expected to be completed within 2 years from this award.

This requirement is to sustain the usage of the currently operational Philips Intellispace PACS for the period of performance identified below at the VA VISN 2 Medical Centers identified in the draft SOW.

RESPONSES TO THIS NOTICE:

This is not a request for competitive quotes. All responsible sources who believe they can satisfy the requirements described in this notice may submit a capability statement, proposal, or quotation, which shall be considered by the agency by emailing Joseph.Cellino@va.gov with details regarding your firm s capability no later than 4:00pm EST on September 22, 2022.

PERIOD OF PERFORMANCE:

A base year from October 01, 2022 to September 30, 2023 with subsequent 3-month option periods through September 30, 2024

IDENTIFIED SOURCE:

Philips Healthcare Informatics, Inc.

UEI: DVANZQLYKZQ9

4430 Rosewood Dr Ste 200

PLEASANTON, CA, 94588-3050

DRAFT STATEMENT OF WORK:

1. VISN 2 Upstate is comprised of multiple physical sites. VISN 2 Upstate seeks to continue the existing VISN-wide PACS with a single database, such that any image obtained at ANY VISN 2 Upstate site is easily accessible from any VISN 2 site and such that a list of prior imaging exams for any given patient includes imaging exams performed at VISN 2 facilities. The following sites are included under this contract:

VA Western New York Healthcare System

VAMC Buffalo

3495 Bailey Ave

Buffalo, NY 14215

VAMC Batavia

222 Richmond Ave

Batavia, NY 14020

VAMC Albany

113 Holland Ave

Albany, NY 12208

VA Finger Lakes Healthcare System

VAMC Bath

76 Veterans Ave

Bath, NY 14810

VAMC Canandaigua

400 Fort Hill Ave

Canandaigua, NY 14424

VAMC Rochester OP Clinic

465 Westfall Rd

Rochester, NY 14620

VAMC Syracuse

800 Irving Ave

Syracuse, NY 13210

NYHHS (VA New York Harbor Healthcare System)

St. Albans VA Medical Center

179-00 Linden Boulevard

Queens, NY 11424-1468

Brooklyn VA Medical Center

800 Poly Place

Brooklyn, NY 11209-7104

Margaret Cochran Corbin VA

423 East 23rd Street

New York, NY 10010-5011

New Jersey (VA New Jersey Healthcare System)

East Orange VA Medical Center

385 Tremont Avenue

East Orange, NJ 07018-1023

Lyons VA Medical Center

151 Knollcroft Road

Lyons, NJ 07939-5001

VA Hudson Valley

Franklin Delano Roosevelt Hospital

2094 Albany Post Road

Montrose, NY 10548-1454

Castle Point VA Medical Center

41 Castle Point Road

Wappingers Falls, NY 12590-7004

Northport VA Medical Center

79 Middleville Road, Building 200

Northport, NY 11768-2200

James J. Peters Department of Veterans Affairs Medical Center

130 West Kingsbridge Road

Bronx, NY 10468-3904

2. The PACS shall interface with Vista (via HL7 and/or DICOM) so as to be able to receive patient and exam information, either directly or through imaging equipment as an intermediary. The vendor will continue current support of IHE Integration Profiles and Actors relevant to the IntelliSpace PACS platform, and continue to support applicable Actors/Profiles in subsequent releases, if and when available. Under the Service Delivery Model, developed software updates and upgrades for the duration of the contract will be provided at no additional cost, as available to other like/similar customers.

3. The proposed PACS shall be capable of a high degree of integration with a Radiology Voice Recognition System, such as PowerScribe, or comparable third party vendor. Provided however, VISN 2 acknowledges that VISN 2 is solely responsible for its integration of any validated third-party vendor(s), such as PowerScribe and TeraRecon with the proposed PACS. Integration implies running on the PACS diagnostic workstation and the PACS application passing user authentication and exam information to the voice recognition system, so that users who are already logged into the PACS application and who have selected a specific exam do NOT have to log into the voice recognition application or manually select the exam in the voice recognition application.

4. The PACS will need to uniquely identify each imaging study, regardless of the site of origin. It shall do this in such a way as to guarantee that the reports are ultimately sent back to the correct Vista system and that any additional site identifiers which might be appended to the accession number are stripped off before the information is sent back to the appropriate Vista system.

5. If the study information is passed from the PACS to the voice recognition system, the PACS shall be able to uniquely identify each study to the voice recognition system as currently functioning. Philips cannot be responsible for the performance of 3rd party functionality.

6.. All imaging studies stored on the IntelliSpace PACS shall be available via the work list in under 3 seconds from any Clinical Workstation or Diagnostic Workstation (regardless of age) with 10Mbs LAN (Clinical Workstation) or 100Mbps (Diagnostics Workstation) LAN speed or greater

7. Every user (Diagnostic, Clinical, and Web) shall be presented with a RIS-driven chronological timeline of the patient s complete Radiology history. Images shall be available with a single click and reports shall be easily available, such as with a right click .

8. Images from the PACS shall be viewable throughout the enterprise via a web-based viewer. This viewer shall be interfaced with Vista/CPRS, such that a user who has already selected a given study on a selected patient in CPRS may launch the web-based PACS viewer and view the correct image(s) without the need for additional user authentication or manual selection of the patient or exam.

9. Any study that is work list retrieved using the web access from a standard PC shall be displayed in full fidelity full resolution (in under 3 seconds) with following PC specs: 128MB of RAM, Windows 98 or higher, 350 MHz processor. This performance shall be contractually guaranteed with 1,000 concurrent users.

10. Base cost shall include:

Unlimited # of web access licenses at full fidelity, full resolution (no lossy compression)

Unlimited # of Diagnostic workstation licenses

Unlimited # of Clinical workstation licenses

Unlimited # of DICOM associations with scanners

11. Vendor shall warrant 99.99% up-time on the system.

12. Vendor shall include maintenance and upgrades of all included hardware and software, at no additional cost for the term of the contract.

13. Vendor shall supply, at no additional cost, additional server(s) and storage capacity required to meet the needs of VISN 2, for the term of the contract.

14. Vendor shall provide, at no additional cost, 24/7 continuous remote monitoring of the PACS hardware and software, though a VA-approved VPN connection.

15. Vendor shall comply with all applicable VA security and privacy regulations, as well as applicable non-VA laws and regulations, such as HIPAA.

16. Vendor shall provide, at no additional cost, a complete Disaster Recovery solution, to include:

Real-time backup of image files

Continuous log files are updated

Twice daily incremental backup of DB

Weekly full back up DB

Disaster Recovery.

Backup of Image Data. Philips will back up a copy of all image data from the Hardware to a disaster recovery datacenter to enable the restoration of image data in the event of a loss of data on the Hardware.

 Backup of Database. Philips shall incrementally backup the database twice per day and perform a full database backup once per week.

 Disaster Recovery Warranty. In the event of a loss of data on the Hardware Philips will use reasonable efforts to restore the most recent stack within 96 hours of notice of a loss of data. Philips will use reasonable efforts to make each additional stack available in 96-hour increments thereafter until all data is available. A stack is defined as a logical grouping of data less than 1.6 terabytes.

17. All images shall be stored on line, all the time, in RAID 5. The system shall not use near-line or off-line storage.

18. Work list Failover

The PACS shall have multiple databases that can fail over

19. Vendor shall supply, at no additional cost, 24/7 live technical support by telephone.

20. Data Privacy and Confidentiality:

20.12.1 Where appropriate the system shall comply with the Federal Privacy Act. Each party will implement appropriate policies and procedures for purposes of preventing unauthorized access to data, and unauthorized disclosure of data. All information and data relating to DVA's business submitted to the Contractor under this Agreement shall be treated as confidential by the Contractor and shall not, unless otherwise required by law, be disclosed to any third party by the Contractor without DVA's prior written consent.

20.12.2 To the extent required by the provisions of HIPAA and regulations promulgated there under, the Contractor does hereby assure DVA that it will appropriately safeguard protected Patient Health Information (PHI) made available to or obtained by the Contractor. Without limiting the obligations of the Contractor otherwise set forth in this Agreement or imposed by applicable law, the Contractor agrees to comply with applicable requirements of law relating to PHI and with respect to any task or other activity the Contractor performs on behalf of DVA, specifically the Contractor shall:

Not use or further disclose data other than as permitted or required by this Agreement or as required by law;

Use appropriate safeguards to prevent use or disclosure of data other than as provided for by this Agreement;

Report to DVA any use or disclosure of data not provided for by this Agreement of which the Contractor becomes aware;

Make available data in accordance with applicable law;

Make internal practices, books, and records relating to the use and disclosure of data received from DVA available to the Secretary of the United States Health & Human Services for purposes of determining DVA' compliance with applicable law (in all events, the Contractor shall immediately notify DVA upon receipt by the Contractor of any such request, and shall provide DVA with copies of any such materials);

Make available the information required to provide an accounting of disclosures pursuant to applicable law; and

At termination of this Agreement, return or destroy all data received from DVA that the Contractor still maintains in any form and retain no copies of data.

20.12.3 Without limiting the rights and remedies of DVA set forth elsewhere in this Agreement or available under applicable law, DVA may terminate this Agreement without penalty or recourse to DVA if DVA determines from substantial and credible evidence that the Contractor has violated a material term of the provisions of this Section of this Agreement and the Contractor has had an opportunity to cure such breach in accordance with the Federal Acquisition Regulations. Contractor agrees that this Agreement may be amended from time to time ,subject to mutual agreement by both parties, if and to the extent required by the provisions of HIPAA and regulations promulgated there under, in order to assure that this Agreement is consistent therewith. All patient data acquired by the Contractor through the PACS remains the sole property of VA.

20.12.4 Contractor as part of the contract shall provide its solution in such a manner that will allow DVA meet all required regulatory deadlines to maintain full HIPPA compliance. An explanation of what the offeror is currently and will be doing to achieve this shall be included in the technical proposal.

21. The PACS shall comply with the latest version of Philips DICOM Conformance, HL7 Standards Requirements and supportive of the IHE Technical Framework with respect to Integration Profiles and Actors where appropriate for Image Acquisition Modalities in Radiology, Cardiology, Dental, Ophthalmology and Other Specialties , Attachment One of this solicitation.

22. Vendor shall provide via Customer Care, (Technical Support), with the individual opening a trouble ticket a follow-up status update within 3 hours of opening a ticket and a resolution within 8 Hrs. If this is not possible and the trouble ticket needs to be escalated, follow-up status needs to be communicated to the Site Customer Advocate to be prioritized with regard to urgency for resolution.

23. Vendor shall provide a Network Diagram and Data Flow Diagram of the VISN 2 configuration with IP addresses and Host names.

24. Vendor shall provide a Network Diagram of the Disaster Recovery Plan for VISN 2.