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ERIE VA MEDICAL CENTER | CLINICAL NOTES TEMPLATE (CNT) Purpose and Objectives: The intent of this Sources Sought Notice is to identify potential businesses capable of providing the Clinical Notes Temp... ERIE VA MEDICAL CENTER | CLINICAL NOTES TEMPLATE (CNT) Purpose and Objectives: The intent of this Sources Sought Notice is to identify potential businesses capable of providing the Clinical Notes Template Software as listed in the below Statement of Work (SOW). It is expected that NAICS Code 541519, Other Computer Related Services will be used. The Government anticipates a one year period of performance with four option years. Base Year: 3/27/22 3/26/23 Option Year 1: 3/27/23 3/26/24 Option Year 2: 3/27/24 3/26/25 Option Year 3: 3/27/25 3/26/26 Option Year 4: 3/27/26 3/26/27 Vendors to this Sources Sought Notice shall demonstrate the firm's ability, capability, and responsibility to provide the Clinical Notes Template (CNT) as described below. Vendors shall include the following information: Business name, address, Point of Contact, Business size. Vendors shall indicate if they are the direct supplier of the items. All information is to be submitted via e-mail at Justin.Erdley@va.gov. Information provided will not be returned. All responses shall be in the English Language. Responses are due by 8:00AM (ET) on Monday, January 24, 2022. No submissions will be accepted after this date and time. Questions can be submitted electronically to Justin.Erdley@va.gov. This is a Sources Sought Notice and submissions will be used for informational and planning purposes only. This notice does not constitute a formal Request for Quote (RFQ), nor is the government obligated to issue an RFQ. In addition, the Government does not intend to pay for any information provided under this notice. The Government is not obligated to notify respondents of the results of this survey either. STATEMENT OF WORK (SOW) as of 11/8/2021 1. Contract Title. Clinical Notes Template (CNT) 2. Background. The Erie VAMC is currently utilizing an automated Clinical Notes Templates system with DSS (Document Storage System), which is tied into the existing computerized patient records system and will facilitate better outcomes and better patient experiences. Clinical Nurse Template: Erie VAMC s Current Version Number is: DSS Clinical Note Template Navigator v3.8.0.0 (product version) and version changes to occur when upgrades are necessary to the Clinical Notes Template software during the 12-month period of performance. 3. Scope. The Erie VAMC wishes to continue the use of an automated Clinical Notes Templates software package which is fully compatible with the existing Computerized Patient Record System (CPRS) and the Veterans Health Information Systems and Technology Architecture (VISTA). This request is for a Clinical Notes Templates contract with a base year with four (4) additional option years. 4. Specific Tasks. Key Requirements: Integrates seamlessly with VistA and CPRS Includes timesaving, specialty-specific templates mapped to VistA, CPRS Calculates assessment scores automatically Meets all CARF, HIMSS and CMS guidelines and Joint Commission standards Ability to map health factors for data collection Provide unlimited, customized note templates Provide unlimited template modifications Bug fixes Minor-release upgrades Free telephone support Service Expectations: 30-minute call-back for urgent issues affecting patient care 2-hour call-back for non-urgent issues (and before end of business day) 4-hour return email for non-urgent issues Continue to provide: Standard Service contract- 24/7/365 technical support Provide as needed training to key administrative personnel for file loading, folder organization/maintenance Provide new templates within 2 weeks of requests Provide non-urgent modifications to existing templates within 2 weeks of requests Provide urgent modifications (based on mandatory Joint Commission requirement, Chief of Staff action item) within 1 week of requests. Provide emergent modifications to existing templates within 1 day of requests (patient safety issue) 5. Software Upgrades. Software upgrades will be installed by the VA OI&T s staff as needed. Other access would be necessary only if VA OI&T staff would deem it necessary and if there are issues pertaining to functionality of the application. 6. Privacy and Security Requirements. The contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facility. The contractor employees shall require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required. Contractor will be required to comply with physical security guidelines by either checking in with the VA Police each time they come on-site to perform contracted services or by obtaining a VA Contractor ID badge in accordance with Erie VAMC Policy. The VAMC ID badge must be worn at all times. Contractor may not have unsupervised access to the VA network or any VA sensitive information under this contract. Contractor shall adhere to all VA privacy and 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 support in their troubleshooting activities. Upon discovery of any known or suspected security/privacy incidents or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access, the contractor/subcontractor shall immediately and simultaneously notify the COR (Contracting Officer Representative), the designed ISO, and the VA Privacy Officer for the contract. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. Liquidated Damages for Data Breach: Consistent with the requirements of 38 U.S.C. § 5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor processes or maintains under this contract. However, it is the policy of VA to forgo collection of liquidated damages in the event the contractor provides payment of actual damages in an amount determined to be adequate by the agency. Based on the determinations of an independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: Notification; One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; Data breach analysis; Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. Training. Before being granted access to VA information or information systems, all contracted employees requiring such access shall complete on an annual basis either: (i) the VA Security/Privacy Awareness Rules of Behavior training (contains VA security/privacy requirements) within one (1) week of the initiation of the contract, or (ii) security awareness training provided or arranged by the contractor that conforms to VA s security/privacy requirements as delineated in the hard copy of the VA security awareness training provided to the contractor. If the contractor provides their own training that conforms to VA s requirements, they will provide the COR (Contracting Officer Representative) or CO (Contracting Officer) a yearly report (due annually on the date of the contract initiation) stating that all applicable employees involved in VA s contact have received their annual security/privacy training that meets VA s requirements and the total number of employees trained. Before being granted access to VA information or information systems, all contractor employees requiring such access shall sign on an annual basis an acknowledgment that they have read, understand, and agree to abide by VA s Contractor Rules of Behavior which is attached to this contract (Appendix D). Note: If a medical device vendor anticipates that the services under the contractor will be performed by 10 or more individuals, the Contractor Rules of Behavior may be signed by the vendor s designated representative. The contract must reflect by signing the Rules of Behavior on behalf of the vendor that the designated representative agrees to ensure that all such individuals review and understand the Contractor Rules of Behavior when accessing VA s information and information systems. Contractor personnel must complete VA Privacy and Information Security Awareness and Rules of Behavior and must be completed in the VA s Talent Management System (TMS). https://www.tms.va.gov/. Contractors must use the TMS Managed Self Enrollment method to complete the training in TMS. Proof of training completion must be verified and tracked by the Contracting Officer Representative. 7. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). Erie VAMC will furnish electricity, data wiring, information technology (IT) hardware, and space (physical and electronic) for installation and use of the Contractor s software. All equipment used by the vendor will meet the VHA s security and data encryption requirements. 8. Other Pertinent Information or Special Considerations. a. Identification of Possible Follow-on Work. None b. Identification of Potential Conflicts of Interest (COI). None c. Inspection and Acceptance Criteria. Erie VAMC COR will inspect the invoices and approve as necessary. Vendor Electronic Invoice Submission Method: Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below: Invoices will be electronically submitted to the Tungsten website at https://us.tungsten-network.com/resources/support/ Tungsten direct vendor support number is 877-489-6135 for VA contracts. The VA-FSC pays all associated transaction fees for VA orders. During Implementation (technical set-up) Tungsten will confirm your Tax Payer ID Number with the VA-FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. In order to successfully submit an invoice to VA-FSC please review How to Create an Invoice within the how to guides. All invoices submitted through Tungsten to the VA-FSC should mirror your current submission of Invoice, with the following items required. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements. For additional information, please contact: Tungsten Support Phone: 1-877-489-6135 Website: https://www.tungsten-network.com/us/support/ Department of Veterans Affairs Financial Service Center Phone: 1-877-353-9791 Email: vafscched@va.gov Payments will be made in accordance with the established schedule and after receipt of a properly prepared invoice. The invoices shall be billed on an annual basis and received on the start date of the period of performance. The invoice must contain the following information: Name and address of contractor Invoice date and invoice number Contract number and Purchase/Track Order Number Date of Service Total price 9. Risk Control Vendor shall follow all Federal guidelines on the Coronavirus pandemic and will perform any work at the Erie, PA VAMC. Upon entering Erie VAMC, per CDC and Federal regulations, all personnel must wear the required PPE while on-site; at a minimum this includes a cloth mask (gators and masks with vents are not allowed). PPE will not be provided All individuals are required to enter through the main entrance for temperature and screening. If Contractor s temperature exceeds the designated threshold or they answer towards a positive screen, they will not be allowed to enter. VHA Supplemental Contract Requirements for Combatting COVID-19 Contractor employees who work in or travel to VHA locations must comply with the following: Documentation requirements: If fully vaccinated, contractors shall show proof of vaccination. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination. If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor s order or an FDA approved over-the-counter test that includes an affiliated telehealth service. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced. 10. Place of Performance. Veterans Affairs Medical Center (562) 135 East 38th Street Erie, PA 16504 11. Period of Performance. Base Year: 3/27/22 3/26/23 Option Year 1: 3/27/23 3/26/24 Option Year 2: 3/27/24 3/26/25 Option Year 3: 3/27/25 3/26/26 Option Year 4: 3/27/26 3/26/27 Responses to this RFI should include company name, address, point of contact, phone number, and point of contact e-mail, DUNS Number, Cage Code, size of business pursuant to North American Industrial Classification System (NAICS) 541519. Please answer the following questions: Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)? Is your company considered small under the NAICS code identified under this RFI? Are you the manufacturer, distributor to the items being referenced above? (4) If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of Contact and size status (if available). (5) If you re a small business and you are an authorized distributor/reseller for the items identified above, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? (6) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with any other federal contract? If so, please provide the contract number. If you are an FSS GSA/NAC contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract? (7) General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award. DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. End of Document