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Purpose: The Department of Veterans Affairs is conducting market research to enhance understanding of the sources capable of providing Electronic Discharge System and Services within the RPO East Cons... Purpose: The Department of Veterans Affairs is conducting market research to enhance understanding of the sources capable of providing Electronic Discharge System and Services within the RPO East Consortium (VISN 1, VISN 2, VISN 3, VISN 4, and VISN 5). A draft scope of the Electronic Discharge System requirement is included below. Interested vendors shall submit a capability statement with the following information. Company Name and Address DUNS and CAGE Code Point of Contact Size standard: indicate whether you are a Service-Disabled Veteran-Owned Small Business (SDVOSB) or a Veteran-Owned Small Business (VOSB), and if so under which North American Industry Classification System (NAICS) Code(s) are you considered a Small Business (as stated in the System for Award Management (SAM) Database). Identify if you have a current GSA schedule that would offer the Commercial Off the Shelf (COTS) solution. A capability statement based on the requirements in the Draft PWS. Please limit capability statement to 3 pages. Describe how your proposed Commercial Off the Shelf (COTS) solution will meet the requirements set forth in the attached Product Description. For areas that may not meet the Government s requirement out of the box, what is your approach to providing those capabilities? Specific areas to notate are: Does your product currently have an Authority to Operate (ATO) with VA? If not, what is your proposed methodology/timeline to achieve the ATO? Does your solution have FedRAMP certification? If so, to what level? And if not, what would be your timeline? What type of licensing does your solution provide? See PWS Does your solution require additional development to meet VA s requirement? Describe your solutions ability to scale. Describe your ability to connect/interoperate with the existing VA Solutions (e.g. VistA, CPRS, etc.), as well as the new VA Electronic Health Record Modernization commercial solution and relationship with the current vendor. Percentage of work your firm will provide _____, % of subcontractors ________ Instructions for Submitting Questions and the Sources Sought Response: Submit response (along with any supporting documentation) directly to: chelsea.smith2@va.gov. Sources sought responses are to be submitted directly to Chelsea Smith NLT 1:00PM Eastern Standard Time, Thursday, May 21, 2020. Submissions shall be less than 6 pages in length. This is a sources sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance the Department of Veterans Affairs understanding of the market. The Government will not pay any costs for responses submitted in response to this Sources Sought. No contract shall be awarded as a result of any responses received as a result of this notice. The Department of Veterans Affairs, Northampton VAMC will determine the type of solicitation issued as a result of information gained from this sources sought notice. Draft Performance Work Statement (PWS): Electronic Discharge Services 1.0 General: This is supply contract to provide an electronic discharge system to the for all VISNs within the RPO East consortium. 1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform e-discharge services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract. 1.2 Background: VAMC Social Work and Nursing Case Management Services use antiquated technology (fax only) for nursing home and homecare referrals which causes inefficient work practice and creates delays in identifying discharge placements, leading to increased lengths of stay (LOS), backlogs for admissions and increased use of community care for inpatient services. By contrast, the standard in community hospitals is to use Electronic Discharge System (EDS) software for increased efficiency in distributing referrals to community partners and coordinating appropriate placements. VAMC referrals via fax are more challenging for community providers to process in comparison to the electronic referrals, placing VAMCs at a significant disadvantage in identifying discharge dispositions. Electronic discharge planning benefits Veterans by reducing the amount of time spent in an acute setting, which in turn lowers healthcare risks associated with Hospital acquired infection and other complications. Additionally, Veterans are afforded a wider selection of post-acute care facility options. The EDS has been piloted in several VHA facilities including White River Junction, VT in the past but has since been removed due to a privacy concern in late 2018. The EDS element is expected to be integrated within the future Cerner EHR by the Office of Electronic Health Record Modernization (OEHRM). Implementing EDS would not require any additional staffing. VAMC service chiefs would identify POCs from existing personnel (either administrative or clinical discharge planners). Adopting EDS shall align with VHA s strategic plan as it enhances customer service and complements VHA s EHR modernization. The main health care service offerings are outpatient, inpatient, extended care and telehealth care. Ensuring veterans access to care is a priority, including access to community programs, resources and services as needed as part of discharge planning and/or assisting a veteran to remain in their home for as long as possible. By having access to a service that provides electronic communication around referring to those agencies, and getting timely acceptance for services, we improve the flow of patients across program areas, including inpatient to outpatient, and improve access to care for all veterans enrolled in the system. 1.3 Objective: It is one of the missions of the Veteran Healthcare System to serve the Veteran through the delivery of timely quality care by staff who demonstrate outstanding quality service. Our key business drivers are quality, financial integrity, patient satisfaction, and employee satisfaction. Implementing this contract will enable excellent customer service, decreased length of stay, and decreased healthcare costs, thus improving the ability to meet our mission and incorporate key business drivers. Prospective bidders must have access to and significant knowledge and understanding of e-discharge technology. Submittals by agencies that are unable to meet the below specifications may not be considered. 1.3.1 The web site and software program will utilize a database with the ability to do multiple layered options concerning the following search criteria: Ability to select programs within a certain radius of a location anywhere in the country Provide names, addresses, phone, fax, email address and web sites of facilities Type of Community Facility Accreditation/Licensing /Medicare Compare information Health Insurance Information & Payment Options Extensive Network facility market penetration Special or Unique Programs available through the company's network Ability to accepted protected health information concerning patient referrals via private company's software web site simultaneously to multiple network facilities Ability to track status of patient referral to network facilities Multiple Options to submit referrals to network via website, email, fax, pager or phone Direct web site links to network facilities' web sites and virtual care tour of prospective facility "Online" Patient and family links that allow for patient centered care and better choices Ability to make referrals to network 24/7/365 Secure and encrypted data transmission Username and password access only Ability to review multiple facility quality of life factors/options: Pricing Living Environment Mobility & Language Diets & Meals Activities Amenities Visiting Options Special Therapies In-Network or Out-of-Network for the Community Care Network (CCN, Administered by OPTUM) 1.3.2 Ability to Instant Message (IM) Contractor representatives online re: specific questions. 1.3.3 Ability for front line staff to contact network facilities instantaneously utilizing Instant Messaging technology regarding specific questions and concerns. 1.3.4 Provide a product that is readily accessible, understandable, and patient focused. 1.3.5 Provide Medical Center Reports detailing: Response Time Report from Network facility Network Referral Response Rates Network Response Times from Original Referral to Actual Placement Network Response Summary with Reasons Network Discharge Recipient Volumes Network Acceptance Rates by Payer Type Specific Sortable Patient Referral Data Medical Center Usage Report by VA staff re: volume, frequency and timeline for resolution of referrals, Fixed Price Determination Based on Bed Size of Medical Center 1.3.6 In the event a need for additional services outside the original scope of this contract, a contract modification will be issued upon completion of negotiation of the change by the Contracting Officer (CO). 1.3.7 The contractor shall comply with the following regulations. Regulations stated should only be used as a guide and not considered all inclusive. BAA HIPPA Release of Information Policy Privacy Computer Security Medicaid TMS Quality Assurance Plan 1.3.7 The content/software shall be approved by the Chief Technology Information Officer and able to integrate with the Cerner EHR system. 1.4 Scope: The Contractor shall deliver access to the VHA Medical Centers, VA facilities in VISNs 1-5 to a network that utilizes a technological tool that contains software to automatically track and monitor patient discharge and referral process from the Medical Centers. The contractor's solution shall provide a secure web site that is accessible to VA staff. The web site will allow VA staff to input patient information into the Contractor's community rehab/nursing home/home care services network to make referrals to the network's participating facilities. The web site will facilitate exchange of information between the Medical Centers and the network's community facilities and expedite discharge of patients from the acute care setting into the community facilities, and/or home with services. 1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. 1.6 Place of Performance: The work to be performed under this contract will be performed at the following locations: The RPO East consortium to include: VISN 1 VISN 2 VISN 3 VISN 4 VISN 5 2.0 Terms of the Agreement: The following terms apply under this contract: 2.1 Type of Agreement: The Government will award a Blanket Purchase Agreement. 2.2 Quality Assurance: The government shall evaluate the contractor s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). 2.3 Security Requirements: All employees of general contractor and subcontractors shall comply with VA security management program and obtain permission of the VA police, be identified by project and employer, and restricted from unauthorized access. All contractor employees and sub-contractor employees shall apply for and, if qualified, be badged for general un-escorted access per VA Security Directive requirements. The contractor shall be Approved with an Authority to Operate (ATO) in the VA Electronic Cloud. Also, the contractor shall Facilitate a secure transmission of patient data derived from the Electronic Medical Records (EMR). 2.3.1 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured. 2.3.2 Identification of Contractor Employees: All contract personnel, where their contractor status is not obvious to third parties, are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. All contractors shall adhere to the security policies concerning each VA facility. Should badging be required contractors shall meet all requirements. 2.4 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government. 2.5 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regards to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. 2.6 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI. 2.7 Contractor Requirements, Confidentiality and Non-Disclosure: 2.6.1 The Contractor shall follow all Government rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations, and shall adhere to all VA Privacy & Security, the Privacy Act and HIPAA requirements when obtaining and reviewing diagnostic information. This includes all log files, error traps, screen capture images and database query results used to aid Technical and Installation in their troubleshooting activities. 2.7.2 Contractor staff and management may have access to some privileged and confidential materials of the United States Government such as budget and strategic plans. These printed and electronic documents are for internal use only, are not to be copied or released without permission, and remain the sole property of the United States Government. Some of these materials may be protected by the Privacy Act of 1974 (revised by PL 93-5791) and Title 18. Unauthorized disclosure of Privacy Act or Title 18 covered materials is a criminal offense. 2.7.3 Regulatory standard of conduct governs all personnel directly and indirectly involved in procurements. All personnel engaged in procurement and related activities shall conduct business in a manner above reproach and, except as authorized by statute or regulation, with complete impartiality and with preferential treatment for none. The general rule is to avoid strictly any conflict of interest or even the appearance of a conflict of interest in Government- contractor relationships. 2.8 Invoices/Payment: The Contractor shall provide an invoice in arrears, indicating the dates and type of commodity provided, along with the contract number and purchase order number for which payment is due. 2.8.1: All invoices from the Contractor shall be submitted electronically as per VARR Clause 852.232-72 Electronic Submission of Payment Request. http://www.fsc.va.gov/einvoice.asp 2.9 Facility Resource Provisions: The Contractor shall request other Government documentation deemed pertinent to the work accomplishment directly from the Government officials with whom the Contractor has contact The Contractor shall consider the COR as the final source for needed Government documentation when the Contractor fails to secure the documents by other means The Contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work. 3.0 Definitions and Acronyms: Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime. Contracting Officer (CO): A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government. Contracting Officer's Representative (COR): An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as the direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract. Defective Service: A service output that does not meet the standard of performance associated with the Performance Work Statement. Deliverable: Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports. Physical Security: Actions that prevent the loss or damage of Government property. Quality Assurance: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards. Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. Subcontractor: One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor. VISN: Veterans Integrated Service Network PMP - Project Management Plan Consortium - A consortium is a group made up of two or more individuals, companies, or governments that work together to achieving a common objective. Entities that participate in a consortium pool resources but are otherwise only responsible for the obligations that are set out in the consortium's agreement. Every entity that is under the consortium, therefore, remains independent with regards to their normal business operations and has no say over another member's operations that are not related to the consortium. 4.0 Specific Tasks and Deliverables: 4.1 Task 1 Project Management Plan The Contractor shall draft a Project Management Plan (PMP) that lays out the Contractor's approach, timeline and tools to be used in execution of the contract. The PMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support. The PMP shall also include how the Contractor shall coordinate and execute planned, routine, and special data collection reporting requests. The initial PMP shall be provided electronically within thirty (30) days of contract award and updated monthly thereafter. The updated PMP shall be submitted electronically to the Contracting Officer's Representative (COR) no later than the fifth business day of each month of performance. 4.2 Task 2 Reporting Requirements The Contractor shall provide the COR with Monthly Progress Reports. The report shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent, these reports shall reflect data as of the last day of the preceding month. The Monthly Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period; The report shall also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor shall provide an explanation. The Contractor shall notify the VA Program Manager (VA PM), COR, and CO, in writing, immediately if problems arise adversely impacting the performance of the PWS. The Monthly Progress Reports shall be submitted electronically to the COR no later than the fifth business day of each month of performance. Task 3 - Fully Integrated Automated Discharge Software Program: The Contractor shall deliver a fully integrated, functional automated electronic discharge software program Task 4 - Operations Training: The Contractor shall conduct operations training for all case management staff at each participating VHA Medical Center in the consortium. Currently, consortium staff have identified the following personnel who will require training: Social Workers, Nurse Case Managers, Clinical Applications Coordinators and IT staff. Task 5 Technical Support: The Contractor shall provide technical support to include a "Help Desk", upgrades and ongoing maintenance support from 0800 to 1900 EST, Monday through Saturday, the system will be up and running 95% of the time. The Contractor shall deliver a support system on an ongoing basis, Problems will be addressed within two hours of problem identification and contact with contractor. 4.6 Task 6 Written Reports: The Contractor shall provide written reports to include utilization review, utilization management, placement statistics, patient summaries and provider statistics. 4.7 Task 7 Automated Electronic Discharge Service Equipment: The Contractor shall provide and install any dedicated equipment needed to utilize the automated electronic discharge software service. Initial equipment installation is due within 15 days of placing the order and shall be serviced and maintained at the Vendor's expense. 4.8 Deliverables: The Contractor shall deliver documentation in electronic format, unless otherwise directed. Acceptable electronic media includes, Microsoft Professional suite 2010 compatibility. All electronic deliverables, as defined in the PWS, shall be maintained in a space environment (e.g. SharePoint) of the Government's choosing. Reference Deliverable Due Date 4.1 Initial Project Management Plan Award Date + 30 Days 4.1 Revised Project Management Plan NLT the 5th business day of each month of performance 4.2 Monthly Progress Reports NLT the 5th business day of each month of performance 4.3 Fully integrated, functional automated discharge software program and access to the contractor's Web Site Network Award Date + 30 Days 4.4 Orientation for all VISNs within the RPO East consortium discharge planning and case management staff Award Date + 15 Days 4.5 Ongoing Support Response within 2 hours or request 4.6 Written Reports Details in sections 1.3.5 Award Date + 60 Days 4.7 Automated Discharge Service Equipment Award Date + 15 Days Performance Requirements Summary Performance Objective Standard Performance Threshold Method of Surveillance 4.3 Contractor shall ensure the fully integrated automated discharge software is fully functional 95% Random Inspection 4.4 Contractor shall provide operations training to all required personnel 98% Customer Feedback / Random Inspection 4.5 The help desk shall be operational from 0800 1900, Monday Saturday 95% Customer Feedback / Random Inspection 4.2 Contractor shall provide complete monthly reports in accordance with para 4.2 98% Random Inspection 4.6 Contractor shall provide timely written reports in accordance with the delivery table 98% Customer Feedback / Random Inspection 4.7 Contractor shall install any dedicated equipment needed to utilize the automated electronic discharge software in a timely manner in accordance with the delivery table 98% Random Inspection