Radiation Dose Tracking and Monitoring System. VISN01 Wide System

VA NEW ENGLAND HEALTHCARE SYSTEM









VA NEW ENGLAND HEALTHCARE SYSTEM

STATEMENT OF WORK

RADIATION TRACKING AND MONITORING SYSTEM

OBJECTIVE



This document highlights the requirements, technical specifications, and services being requested by the Department of Veterans Affairs (VA) medical centers listed below for consideration towards purchase of a Radiation tracking and monitoring system. The Offerors under this proposal shall provide all labor, material, parts, tools, software, project management and equipment necessary to furnish and install a fully functional radiation tracking and monitoring system in each of the following medical centers and across the VISN 1 healthcare network



VA Boston Healthcare System s West Roxbury Campus

VA Boston Healthcare System s Jamaica Plain Campus

VA Boston Healthcare System s Brockton Campus

VA Central Western Massachusetts Healthcare System s Northampton Medical Center

VA Connecticut Healthcare System s West Haven Campus

VA Connecticut Healthcare System s Newington Campus

VA Maine Healthcare System s Togus Medical Center

VA Providence Medical Center

VA White River Junction Medical Center

VA Manchester Medical Center

All VISN 1 CBOC s with on-site imaging



DEFINITIONS



The following are definitions to terms used within this document.



TERM DEFINTION



DICOM structured dose

Report (DSDR Dose report sent by radiation producing modalities containing specific dose information in specified DICOM fields and format)



ALARA A term referring to the practice of attaining and maintaining a radiation dose as low as reasonably achievable (acceptable) for a given examination.



CBOC Community Based Outpatient Clinic







PROJECT MANAGEMENT



This procurement will include planning and integration with the current PACS, Voice Recognition and Reporting system, VistA and VistA Imaging architecture, and all applicable radiation producing modalities from varied manufacturers. Initial and follow up training will be provided to assure key personnel at each facility are competent in the operation and maintenance of the system.







MEDICAL EQUIPMENT TECHNICAL SPECIFICATIONS



The following technical specifications represent a minimum set of requirements for a radiation tracking and monitoring system. Offerors must reply outlining specifically how they meet and/or exceed the requirements in a format that is easy to interpret by a common lay person.



Hardware

All servers, racks, workstations etc. required to perform operations as described in this statement of work.

Software Solutions

Ability to extract exposure data from DSDR

Ability to extract exposure data from non-DICOM dose reports (OCR or other method)

Ability to calculate/estimate dose from modalities without dose reports (please explain methodology)

Ability to track, trend, and compare doses for similar modalities and specific body part protocols

Ability to track, trend, and compare cumulative dose for individual patients across all facilities in the VISN 1 Healthcare Network

Ability to track and trend multiple dose data points and metrics for individual facilities and as a VISN.

Ability to benchmark dose data locally, regionally, and nationally as compare to internal and externally established reference levels.

Ability to establish alerts, locally configurable, according to internal and national guidelines for excessive dose for both cumulative and single instances.

Ability to provide detailed reports for the optimization of protocols (ALARA)



EDUCATION/TRAINING TO BE PROVIDED







Administrative Education:

Education of the administrative personnel at the service level to provide competence in the day-to-day operation, maintenance, and trouble shooting of the system

Education of supervisory/management staff to provide competence in developing reports for quality management and quality assurance.



Clinical or Biomedical Engineering Training-

Biomedical Engineering training for one (1) Biomedical Engineering Support Specialists (technicians) from each medical center to include travel and accommodations with options for additional training if applicable. (Option)



Clinical Training (Radiologist/Physicist);

Education in the operation of the system to provide meaningful patient data to be used in reporting and decision making.







NETWORKING CAPABILITIES



The Offeror s product must be able to meet the following network capabilities.



Being on the VistA Imaging Approved DICOM Modality Interfaces list is a plus. VA DICOM Website

Must have the ability to interface with hospital Picture Archiving and Communication System (PACS) and Voice Recognition system, specifically Carestream s PACS and PowerScribe 360 products.



The Offeror is required to submit the following documentation along with their proposal.



A complete Manufacturer Disclosure Statement for Medical Device Security (MDS2) form. See attachment A.

A complete VA Directive 6550 Pre-Procurement Assessment form. See attachment B.



SERVICE



VPN/Remote Access The vendor shall provide, at no additional charge, any and all equipment service programs, such as remote diagnostics, during the warranty period. The vendor shall provide post-warranty remote diagnostic service program as an Add Option with the offer. The system shall provide Vendor Remote Diagnostics via VPN. Vendor shall utilize the VA national Site-to-Site VPN, or the vendor shall work with the Office of Cyber and Information Security and the Boston VAMC Information Security Officer to establish a Client-Based VPN.

Service and Operator Manuals The vendor shall provide the following documentation for the proposed system:

Two (2) copies of operator's instruction manuals per unit purchased

Two (2) copies of complete technical service manuals including detailed troubleshooting guides, necessary diagnostic software, service keys, schematic diagrams, and parts lists

Two (2) copies of a system manager s manual outlining back-up procedures, managing privilege group limits, routine tasks, etc.





EVALUATION CRITERIA



Offerors will be evaluated on the following factors. There is no specific ranking for any factors listed.



General System Offering (Functional Capabilities and Technical Performance as Outlined Above and Additional Features Listed)

Training Plan (both Clinical and Technical)

Anticipated Reliability and Serviceability

Past Performances, specifically within the VA Healthcare System

Human Factors Design (i.e. Ease of Use, Intuitive Operation, Capabilities, and Workflow Efficiencies)

Implementation Management and Schedule

Price

CONSIDERATION OF OFFEROR S



It is understood that every Offeror s product(s) may differ from the specifications outlined in this document. As such, Offerors are encouraged to propose these variances. It is required that each Offeror clearly identify how they meet the specifications listed above. It is also required that, whenever a variance from these specifications occurs, the proposed item meets or exceeds the specified characteristics or level of performance. The Offeror shall also identify each product line item that differs from the specifications and list its associated cost.



FURTHER CONSIDERATION



Offeror s are provided the opportunity to obtain further details from the VA New England Healthcare System in order to better tailor the product quote(s). All requests for information derived from any Offeror will be shared with each Contracted vendor.





ATTACHMENT A



The following document is required to be completed for all products contained within the proposal.











ATTACHMENT B



The following document is required to be completed for all products contained within the proposal.