Inactive

THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY. This is not a solicitation for proposals, proposal abstracts, bids, or quotations. The purpose of this notice is to obtain information regarding the availab... THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY. This is not a solicitation for proposals, proposal abstracts, bids, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. Responses to the information requested will assist the Government in determining the appropriate acquisition method. NY VA VISN2 is soliciting businesses for Bar Code Medication Administration (BCMA) Contingency Solutions at the VA Western New York Healthcare System location in Buffalo and Batavia, NY. The current systems and devices are listed in the attached SOW. It is understood that all Contractors submitting a response to this Sources Sought will have an established business with three (5) years of consecutive experience in performing these types of services at healthcare facilities. The Contractor must also be licensed and authorized to perform services on all the equipment listed. The Contractor shall furnish all labor, supervision, materials, tools, and equipment necessary to complete the required services. The following NAICS Code and Small Business Size Standard has been identified for this requirement: 541511 Applications software programming services, custom computer with a Size Standard of $15 Million in annual revenue. Interested parties shall provide a brief overview of their firm s capabilities and past experience with projects similar in size and scope of this project. Capability statements shall also include: DUNS number Organization Name and Assumed Name/dba (if applicable) Organization Address Point of Contact (including name, title, addresses, telephone number, fax number and Email address) Business size (small business or other than small business) Socio-economic status (If SDVOSB or VOSB provide SDVOSB or VOSB CVE verification) Organization experience in performing these types of services Copies of applicable certifications and/or accreditations (All information shall be submitted in Word or PDF format, not to exceed 10 pages, including all attachments.) Firms shall identify whether they are a small business or other than small business in accordance with the size standard for NAICS code 541511. If another NAICS code may be applicable, please identify the NAICS in your capability statement along with your corresponding socio-economic status. All information must be received no later than Friday, February 11, 2022 at 4:00 PM (EST). Email all information to Sam DeMuzio, Contracting Officer at Sam.DeMuzio@va.gov. The Government will evaluate market information to ascertain potential market capacity to provide services consistent in scope and scale with those described in this notice and otherwise anticipated. Telephone inquiries will not be accepted or returned. 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. Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. STATEMENT OF WORK (SOW) Biopoint BPOC Barcode Point of Care Electronic BCMA Contingency Medication Administration Solution GENERAL INFORMATION 1. Title of Project: Bar Code Medication Administration (BCMA) Contingency Solutions 2. Scope of Work: The BCMA Contingency Solutions shall provide the electronic documentation of medication administration within hospital wards where BCMA is utilized. This solution shall enable the electronic transfer of medication administration data to the VistA database for both integrated and non-integrated VistA systems in use in the VAWNY HCS (Buffalo VAMC & Batavia VAMC). The transferred data will be clearly marked as contingency data with the identifying information of the person administering the medication; route; dose; time; comments as well as the individual who uploaded the data to VistA. The contractor shall provide all resources necessary to accomplish the deliverables described in this SOW, except as may otherwise be specified as Enterprise Service Line responsibilities for installation at the below VA sites. ST # Facility Name, ST Address 528 VA Western NY Healthcare System Buffalo VAMC 3495 Bailey Ave Buffalo NY 14215 528A4 VA Western NY Healthcare System Batalvia VAMC 222 Richmond Ave Batavia NY 14020 The end results of the contract will be a medication delivery system capable of functioning during outages/downtime of the existing BCMA /VISTA medication delivery system which will incorporate all its features with the enhancement of positive patient & medication identification providing a manual upload feature and be up-gradable to meet releases of new patches/versions of BCMA & VA software. The contract will also provide for 24/7 end-user technical support services during BCMA downtimes in the event the contingency system does not function as required. 3. Background: Market research has indicated that there are several and varying Bar Code Medication Administration (BCMA) contingency systems. What is lacking in each of these systems is maintaining the continuity of the electronic medical record. Specifically stated when the BCMA system fails medication is administered by a paper contingency system with manual entry of the data after the system returns. BCMA downtime and the required paper-based contingency rarely happens however it is extremely time consuming and costly. Paper based contingencies and manual data entry upon subsequent BCMA restoration often results in patient safety issues such as double dosing; wrong patient, missed doses, etc. Not to mention a dual medical record which placed the agency at risk with any torts claims. In summary BIOPOINT propose to provide a front-end/ back-end to the BCMA contingency system that ensures security, continuity, confidentiality, safety and auditing components to medication delivery in the event of a failure to any part of the existing VistA/BCMA infrastructure (hardware, communications or software) in compliance with all VA directives and policies. 4. Performance Period: The contractor shall complete the work required under this SOW as well as the twelve-month warranty period after installation. 5. Type of Contract: The BCMA Contingency Solutions is a Firm Fix Price Contract for software and services. Phasing the work will be determined by the firm specifications written in this SOW. B. CONTRACT AWARD MEETING The Contractor shall commence work when the Contracting Officer has conducted a kick-off meeting or has elected to waive the meeting. Various aspects of the work details will be discussed so there is a consistent understanding among the parties. Facility project team leaders, CO, and the COR will oversee and direct the management of the BCMA Contingency Contract. The COR will conduct post award implementation and administration. Technical specialists may be appointed by the BCMA Committee to assist the COR in reviewing and approving all task proposals from the Contractor. The COR will maintain a close working relationship with the Contractor regarding current and future technology and the technical breadth and depth of the contract. The BCMA COR will be located at Veterans Integrated Service Network VISN 2. The technical specialists may be located at various medical centers in the VISN. C. GENERAL REQUIREMENTS 1. For every task, the contractor shall identify in writing all necessary subtasks (if any) associated costs by task, and along with associated sub-milestone dates. The contractor's subtask structure shall be reflected in the Technical Proposal and detailed work plan. 2. All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms. 3. Where a written milestone deliverable is required in draft form, the Government will complete their review of the draft deliverable within 30 calendar days from the date of receipt. The contractor shall have 30 calendar days to deliver the final deliverable from date of receipt of the Government s comments. D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES 1. Software will be compatible and will provide the same capabilities on either integrated VistA databases or non-integrated VistA databases. 2. No additional software, other than database server and management software, will be required for purchase for the successful implementation of the contingency software. 3. The software will use a SQL server database on VA owned and supported dedicated contingency PC(s) that are acceptable to VA standards. 4. The contingency PC will contain the database and act as the communications hub. It will manage uploads and downloads to and from the chosen hardware, transfers data to BCMA validation routines (once BCMA/Vista becomes available). 5. Include site configurable data update cycles from the VistA data base to devices which are VA computers (e.g., laptops, portable laptops, or desktops) that are chosen by the clinical staff. Any device must present the software in a format that is in a user familiar format that has the look and feel that is similar to BCMA which will reduce the chance for error and negate the need to learn two systems. 6. Manual transfer of data to a contingency PC at completion of med pass with an manual transfer to the Vista system using existing validation & input processing modules. 7. All equipment is equipped with security features to protect patient data & unauthorized access. 8. Scanning the patients ID band will present a patient confirmation screen. 9. Ability to print patient ID bands during contingency 10. Enable physicians and staff to enter comments, modify medication orders; write medication admission/transfer/discharge orders and readjust med-runs via an easy-to-use interface. 11. Provide a listing of medications that is due within specified and adjustable parameters. 12. Software will have similar color schemes of present BCMA software and be Section 508 compliant. 13. There must be a mechanism to enter and track patient movement i.e., admission; discharge; transfer. Including admission; transfer and discharge orders which may or may not have medications associated with them. 14. All view and print transactions which are auditable. The end user reports that work in a similar fashion to what they have access to in BCMA in both an electronic and paper format see attached example. PRN Effective List: List of documented PRNÂ meds that have been given that require effectiveness to be documented. Missed Medications: List of medications that have been missed during a med pass. Functional Medication Administration Record: A MAR that is printable and can be used to document administrations when the electronic program is not available on the medication carts. The user should be able to print this from the unit contingency server. Erasure of the data base on the device when disassociated from the system for a site configurable amount of time. Complete erasure of the contingency data when disassociated from the system for a site configurable amount of time. Vendor will modify software and hardware as needed to maintain operability congruent with patch releases and new versions of BCMA within 45 days of VHA national deployment: emergency patches within 7 days. The materials/equipment to be used in this project will be a variety of either PC s, laptops, etc. Technical support services will be provided both during implementation and during the operations and maintenance phase. The contract will also provide for 8:00AM to 8:00PM EST end-user technical support services in the event the contingency system does not function as required. Emergency on-call support is available during off hours to provide support. Hardware: 1. The government will be responsible for providing hardware including a PC dedicated to the backup solution program/ contingency for each ward/ area affected at each facility. Compatibility requirements are as follows: With the acception of 2 additional contingency routines; contingency software shall not change the VA software code for file/data transfer and shall use existing routines to accomplish the data transfer to & from the contingency software. The program must be compatible with existing BCMA; CPRS & VistA programs. In addition to the above additional features should include: The end user will be able to access details of the allergy information entered; medications administered. The following would be additions to the software program and if provided would be considered in the evaluation criteria 1. Medical information that the end user will have access to include: (access to include viewing & printing) 2. Allergies 3. Medications BCMA TECHNICAL SUPPORT The contractor shall provide a full complement of technical support services including: Timely nondisclosure briefings on emerging technologies relevant to BCMA contingency. Continuous adherence to any relevant Government, and VHA security requirements. In-service manuals will be provided electronically and at least one hard paper copy for both the end-user and technical manuals of all aspects of the program. The contract will also provide for 8:00AM to 8:00PM EST end-user technical support services in the event the contingency system does not function as required. Emergency on-call support is available during off hours to provide support. COMMUNICATION SERVICES The Contractor shall have the ability to communicate with the BCMA POCs at the medical centers via telephone, facsimile, and electronic mail. Communication will include technical, administrative, contract management, and customer support issues. The Contractor shall have an Internet electronic mail address. E. EVALUATED OPTIONAL TASKS AND ASSOCIATED DELIVERABLES Optional Task One: Testing Implementation Support Technical Support Optional Deliverable One: The end user will be able to access details of the allergy information entered; medications administered The following would be additions to the software program and if provided would be considered in the evaluation criteria 1. Medical information that the end user will have access to include: (access to include viewing & printing) 2. Allergies 3. Medications F. SCHEDULE FOR DELIVERABLES 1. The contractor shall complete the Delivery Date column in Attachment A for each deliverable specified. Unless otherwise specified, the number of draft copies and the number of final copies shall be the same 2. If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. 3. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response, in accordance with applicable regulations. 4. The work is to be performed in phases with completion of a preceding phase before moving on to the next phase of the contract: Kickoff meeting . 7 days VA system configurations .60 days Vendor configuration tasks ...30 days Facility configuration tasks ...30 days Onsite user training .....5 days. Project completion & evaluation ... 120 days G. REPORTING REQUIREMENTS 1. The contractor shall provide the Project Lead with monthly written progress reports. These reports are due by the second workday following the end of each calendar month, throughout the project's duration. The contractor is required to provide monthly progress reports to the Contracting Officer s Representative (COR) by the fifth workday of the new calendar month. 2. The progress report shall cover all work completed during the preceding month and shall present the work to be accomplished during the subsequent month. This report shall also identify any problems that arose, along with a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved, with an explanation. I. TRAVEL When travel is applicable include the Onsite preferred although remote set up is allowable. Staff training will be face to face and utilize the train the trainer model based on size of staff training should be completed within a maximum of 30 days. J. GOVERNMENT RESPONSIBILITIES I. CONTRACTOR RESPONSIBILITIES The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship, and are able to read, write, speak and understand the English language. The contractor shall submit or have their employees submit the required forms (SF 86 or SF 85P, SF 85P-S, FD 258, Contractor Fingerprint Chart, VA Form 0710, Authority for Release of Information Form, and Optional Forms 306 and 612) to the VA Office of Security and Law Enforcement within 30 days of receipt. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the affected employee from working under the contract. Failure to comply with contractor personnel security requirements may result in termination of the contract for default. While the contractor's personnel are at the Government facility, the contractor is responsible for compliance with all laws, rules and regulations governing conduct with respect to health and safety - not only as they relate (i) to its employees and agents, but (ii) also to other personnel and to property at the site regardless of ownership. While on Government premises and in possession of Government property, the contractor is responsible for such property and any damages thereto. Should the Government make alterations or install attachments that affect the service of the BCMA Contingency system, the continuation of warranty service on the system shall be subject to mutual agreement. Should the alterations or attachments increase or decrease the service costs to the contractor, adjustment to service charges shall be made on an individual installation basis. Contractor-sponsored alterations or attachments to the system shall be made only with the consent of the Government. The Contractor shall take full responsibility for providing all diagnostic software programs that are utilized during service of the applicable systems. The Contractor shall maintain the diagnostic routines so that they are compatible with the revision levels of the computer components. The VA Office of Security and Law Enforcement will provide the necessary forms to the contractor, or to the contractor s employees, after receiving a list of names and addresses. Upon receipt, the VA Office of Security and Law Enforcement will review completed forms for accuracy and forward the forms to the office of Personnel Management (OPM) to conduct background investigations. The VA Office of Security and Law Enforcement will notify the CO, and contractor, of adjudication results received from OMB. Upon being notified about a favorable determination, the CO may issue a notice to proceed to the contractor. While the contractor's personnel are at the Government facility, the contractor is responsible for compliance with all laws, rules and regulations governing conduct with respect to health and safety - not only as they relate (i) to its employees and agents, but (ii) also to other personnel and to property at the site regardless of ownership. While on Government premises and in possession of Government property, the contractor is responsible for such property and any damages thereto. Should the Government make alterations or install attachments that affect the service of this system, the continuation of warranty service on the system shall be subject to mutual agreement. Should the alterations or attachments increase or decrease the service costs to the contractor, adjustment to service charges shall be made on an individual installation basis. If such alterations or attachments create a safety hazard, the contractor may discontinue warranty service on the hazardous equipment. Contractor-sponsored alterations or attachments to the system shall be made only with the consent of the Government. The Contractor shall take full responsibility for providing all diagnostic software programs that are utilized during service of the applicable systems. The Contractor shall maintain the diagnostic routines so that they are compatible with the revision levels of the computer components. L. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: 1. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the contractor. Any request for information relating to this contract, presented to the contractor, shall be submitted to the CO for response. 2. Press releases, marketing material, or any other printed or electronic documentation related to this contract, shall not be publicized without the written approval of the CO. SCHEDULE OF DELIVERABLES Deliverable No. 1 Item Site Surveys Quantity Delivery Date Within 15 calendar days after award 2 System Access/ Configuration Within 30 calendar days after award 3 Cache and VistA Access Within 45 calendar days after award 4 Database Server Install/Configuration All Contingency PCs- Number to be determined during site surveys Within 45 calendar days after award 5 Vista/Network Configuration Within 60 calendar days after award 6 Pre deployment verification All Contingency PCs- Number to be determined during site surveys Within 75 calendar days after award 7 Application Deployment All Contingency PCs- Number to be determined during site surveys Within 60 calendar days after completion of items 1-6 8 Operations & Maintenance Plan with 24/7 Technical Support and Issue Escalation Process Documentation 9 Within 90 calendar days after completion of items 1-6 .