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This is a Sources Sought Notice for DSS LiveData PeriOp Manager Software, Licenses & Support as identified in the Statement of Work (SOW) for the Ann Arbor VA Medical Center in Ann Arbor, Michigan. Th... This is a Sources Sought Notice for DSS LiveData PeriOp Manager Software, Licenses & Support as identified in the Statement of Work (SOW) for the Ann Arbor VA Medical Center in Ann Arbor, Michigan. The contractor shall furnish all necessary labor, supervision, management, management support, and materials necessary to furnish the required services. The services required are provided below and are subject to changes. A draft SOW is attached to this notice and is subject to change should a solicitation be issued as a result of this notice. Please respond if you have the ability and intent to complete this requirement. Include the following information in your response: Capabilities Statement; DUNS number; SAM UEI number; Company name and address; Point of contact information (name, phone, email); Socioeconomic size status (example: large, small, WOSB, SDVOSB, etc.); FSS or GSA contract number, if applicable. This Sources Sought Notice is intended to locate any business capable of performance. The anticipated NAICS Code for this requirement is 541519. This is not a Request for Quotation and quotes shall not be reviewed at this time. The Department of Veterans Affairs shall not be responsible for any costs incurred by the contractor as a result of this Sources Sought Notice. This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to any particular acquisition approach. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. All responses shall be submitted via email only by Thursday, September 1, 2022, at 10:00 AM Eastern Time (ET) to Jeanne Ortiz at jeanne.ortiz@va.gov. Phone calls shall not be accepted for this notice. DRAFT STATEMENT OF WORK 1. Introduction Background PeriOp Manager is a VA-specific software system that provides large display board technology so that the entire perioperative staff is aware of patient, equipment, and operating room status in real time by integrating with VistA, the facility s Anesthesia Record Keeper, and physiologic monitors. It communicates with the VA email system to provide timely alerts to individuals for actions. With PeriOp Manager, perioperative services efficiency is increased while maintaining a high level of patient care. Web-native, PeriOp Manager is accessible from any authorized workstation and can be shown on wall displays throughout the perioperative suite. PeriOp Manager Includes four workflow specific modules, one analytic option, and a LiveData Analytics Package. These modules are as follow: A. PreOp Board: PeriOp Manager provides a dedicated PreOp Board with large-screen wall and workstation displays or Apple iPads for mobile users to provide staff with full situational awareness of the patient surgical preparation process. Serving as a dynamic checklist, the PreOp Board presents a single operational picture for quick assimilation of the day's preoperative case workflow. With continually updated information readily accessible, caregivers are able to assume responsibility over their workload and prioritize their activities effectively while ensuring patients are safely and efficiently prepared for surgery. For each case, PreOp Board shows patient/procedure/staff and OR room readiness. Examples of PreOp Board milestones Include: Patient On /Off Floor Antibiotic Status H&P Complete Consent Site Marked Circulator RN Visit Lab Status Nurse Assessment OR-Dashboard with Active Time Out: OR-Dashboard: PeriOp Manager s patient safety solution for keeping all members of the surgical team fully focused on the patient during surgery. The display presents a comprehensive, continuously updated view of the surgical case from setup to closing, making essential information on the patient and procedure always available. It also actively helps the team meet VHA, The Joint Commission, and CMS mandates with reminders, electronic checklists (Active Time Out), and other real-time tools for facilitating best practices. Providing comprehensive real-time situational awareness and embedding patient safeguards, OR-Dashboard equips surgical team members to work more effectively as a team and achieve full compliance with patient safety directives from The Joint Commission and the VHA Directive 2010-023 Ensuring Correct Surgery. (http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=2243). Active Time Out provides a fail-safe method for ensuring full compliance with VHA. Directive 2010-023 Ensuring Correct Surgery. Active Time Out standardizes and systematizes the Surgical Safety Checklist, equipping the OR team to perform Sign In, Time Out, and Sign Out correctly and consistently in every surgical case to prevent surgical errors called Never Events . As the OR team performs the checklist, Active Time Out automatically time stamps and records responses. Results are compiled, aggregated, and delivered via PeriOp Manager Analytics package. With Active Time Out electronic checklists, hospitals have a reliable method for performing and monitoring all types of surgical checklists. OR-Schedule Board: View the current day s surgical caseload on one large screen or iPads for mobile users, aggregated view in real-time. The display shows the current status of all surgical cases and operating rooms, thus enabling perioperative managers the ability to focus on the progress of cases while proactively canceling or rescheduling cases to allow for best operating room utilization. With bi-directional flow of data from and to VistA, this case canceling / rescheduling functionality is automatically reflected in VistA, thereby streamlining documentation practices at the VAMC. OR-Schedule Board prevents perioperative bottlenecks that result in increased unplanned overtime expenditures and decreased patient and staff satisfaction. Family Waiting Board: Families are able to track the progress of their loved ones as they move through the perioperative process on PeriOp Manager's HIPAA sensitive, large screen display. B. Analytics Software Package: PeriOp Manager also currently offers VAMC sites an analytics package which Includes reports (listed below) for each of the PeriOp Manager modules. Reports can be accessed from user PCs or from iPad devices. Analytics Packages Predefined Reports: 1. PreOp Board Total time to complete PreOp prep/checklist process Total length of stay in PreOp Order in which the PreOp prep/checklist was completed Time to complete each PreOp Checklist item Time Patient occupied PreOp bed/bay after PreOp checklist was completed 2. OR-Dashboard Time into OR / Time out of OR Total Anesthesia time (Induction to time out of OR) Operative Time (Incision time to close time) Turnover time OR Block Utilization by Surgeon (Percentage of OR time utilized as compared to OR time allocated/blocked for a given surgeon) OR Block Utilization by Service (Ortho, Uro, General, etc...) ATO performance reports 3. OR-Schedule Board Total number of ORs anticipated and actually running at 3pm, 5pm, 7pm, 9pm, and 11pm each day Total number of patients on the surgery waiting list at 9am, 12pm, 3pm, 6pm C. DSS LiveData Analytics Package for up to 10 users, this includes annual maintenance and support. This includes access to the following workbooks. Surgical Capacity and Planning Capacity and Planning Summary Case Counts MD Case Counts Block Utilization Block and Provider Drill Down Block Utilization By Day Case Scheduling Path Performance Case Scheduling Path Drill Down Case Scheduling Accuracy Case Scheduling Drill Down Procedure Case Duration Operating Room Utilization Operating Room Utilization by Day Case Cancellations Case Cancellation Drill Down PreOp Workup Completion PreOp Workups Drill Down Excluded Cases Patient Safety and Clinical Quality Patient Safety and Clinical Quality Summary Patient Safety Trends Sign In Case Details Time Out Case Details Sign Out Case Details Return to Surgery Return to Surgery Drill Down Excluded Cases Surgical Efficiency Surgical Efficiency Summary First Case On-Time Starts MD First Case On-Time Starts PreOp Milestones PreOp Milestones Drill Down Case Time Intervals Case Intervals Drill Down Turnover Analysis Case Delays Case Delay Drill Down Excluded Cases 2. Scope of Services and Requirements Services Vendor will provide the following services as requested: VENDOR VHA Support Services will provide the following services as requested: Upon receiving notification of an Incident or service request via standard VENDOR support will work directly with the VHA IRMS, OI&T staff or other resources as designated by the COR to address their issues with licensed Vendor products. Assist the VHA IRMS, OI&T staff or other resources as designated by the COR with keeping licensed VENDOR Products up to date Including assisting with updates over the telephone or MS Live Meeting if requested and scheduled at least two-weeks in advance. Requesting Support DSS Support Services staffs over 30 VHA-dedicated resources in its VHA Support Services department. These resources have been trained in DSS VHA Support Services and VHA s processes and procedures. Additionally, they specialize in various DSS Products which makes them the subject matter experts for the DSS Products they are assigned. DSS VHA Support Services are considered second level support for the VHA IRMS staff and as such can only be initiated by the VHA IRMS staff. Selecting a Priority Using the table below the VHA IRMS staff should select a priority that best matches the severity and impact of the issue being reported. Priority Initial Response Follow Up Response Criteria 0-Critical 1 Hour 2 Hours Critical An urgent incident is a catastrophic incident of an operating environment where production systems are severely impacted, down or not functioning or an issue exists which may impact patient safety. A critical case requires continuous, 24x7 attention until resolved. Under this scenario, one of the following situations may exist: Patient safety issues as defined by VA Directive Number 19-0201 "Patient Safety Notifications," June 2004 Loss of production data and no procedural work around exists. Complete loss of a core organizational or business process where work cannot reasonably continue. Systems that have failed over into backup or redundancy mode, or that have cut over to Continuity Management or similar availability. Examples: Site is down (server crash). One or more applications are inaccessible to all users. No workaround is available. Any issue where data completeness or accuracy is in question. 1-High 2 Hours* 22 Hours (2 business days)* High A high incident is a problem where a system is functioning but in a severely reduced capacity. The situation is causing: Significant impact to portions of the business operations and productivity. No loss of production data and / or a procedural work around exists. The system is exposed to potential loss or interruption of service. Includes incidents that significantly impact development and/or production, but where an alternative operation is available Examples: One or more users impacted from completing their task but workaround exists. Trainers or installers are on site and their activities are impaired or halted. 2-Medium 4 Hrs* 33 Hours (3 business days)* Medium A medium incident involves partial non-critical functionality loss. A medium incident impairs some operations but allows the user or an application to continue to function. This may be a minor incident with limited loss or no loss of functionality or impact to the user's operation and incidents in which there is an easy circumvention or avoidance by the end user. Examples: Quarterly update, one or more components are more than one quarter behind. Any component not installed on workstation(s). 3-Low 8 Hrs* 44 Hours (4 business days)* Low A low incident has no impact on the quality, performance or functionality of the system. Low incidents have minimal organizational or business impact. Examples: Any issue that does not prevent use of the application. Quarterly updates with no components more than one quarter behind. Server migrations. Requests for additional training or web casts. Requests to add user to e-mail list. * Indicates timeframe in business hours DSS VHA Support Services will respond within the timeframes listed above using the contact information provided by the person submitting the request for support. A response is defined as an acknowledgement of receipt of the issue, an action plan or request for additional information in order to complete an action plan, and, if possible, an estimated time to resolution. Routine Requests (High, Medium, and Low Priorities) Support services for the Ann Arbor VHAAAHS must be available during the hours (EST) of 8:00 AM to 7:00 PM excluding weekends and federal holidays and must exist in the form of telephonic and email communications. Regardless of who takes the call or receives the email, the Support Specialist assigned to the VHA will be engaged to fulfill the services defined in this SOW as they are immediately notified. Responses to routine requests will primarily be delivered using email and augmented by use of the telephone. Emergency Requests (Critical Priorities) For issues involving a VHA server crashing that hosts LiveData PeriOp Manager, patient safety (as defined by VA Directive Number 19-0201 Patient Safety Notifications , June 2004), or when one or more Vendor products are inaccessible to all the VHA end-users, emergency support must be available to the VHA IRMS staff 24x7x365. Responses to emergency requests will primarily be delivered using the telephone and augmented by use of email. All requests for emergency support received by anyone other than the VHA IRMS staff will be redirected to the VHA IRMS staff. Customer Service Escalations If requests for support are not being handled within the VHA IRMS staff s expectations as defined within this SOW then a customer service escalation policy must be available Constraints/Dependencies There are a few items that may impact or compromise the ability of Vendor to provide the Services outlined in this document. These include, but are not restricted to: Missing Information. In order to configure the system, Vendor needs information from the VHA clinical staff specifically relating to the surgical process flow. This specific information Includes but not limited to milestones, milestones completion criteria, alert conditions, email groups and addresses for alert notification. If all of this information is not received then the application deployment will be delayed until it is collected which may impact the commitments extended in this document. VHA IRMS Staff Non-Response. In order to configure and deploy the application, Vendor needs to be able to communicate with the VHA IRMS staff. If the VHA IRMS staff is non-responsive to fulfilling infrastructure needs then the application deployment will be delayed until it is completed which may impact the commitments extended in this document. Hardware. A Vendor approved contractor(s) may be responsible for placement and mounting of large monitors, where appropriate along with PCs and cabling needed to drive the monitors. VHA approved contractors are responsible for the appropriate data network and power connections for this hardware. If all of this is not received then the application deployment will be delayed until it is ready which may impact the commitments extended in this document. Exclusions There are some boundaries for these Services; both internal and external. These include, but are not restricted to, support of: on-site Vendor Product updates VistA system updates and support, non-Vendor. and non-Vendor partner applications including the operating system, infrastructure, hardware, on-site support staff augmentation unlicensed Vendor products 3. Other Considerations and Governing Agreements Term This SOW will commence upon issuance of a new license for appropriate Vendor product and written authorization to start the work. Early termination of the SOW, extension of coverage, and expansion of the Scope must be agreed upon by both parties and contract officers. Personnel Changes Vendor may provide, for the purposes of maintaining redundancy, additional installation specialists to assist any other installation specialist while performing the Services outlined in this SOW. In these cases, Vendor will ensure all the VHA requirements are met. Vendor will notify the VHA ISO and FCIO immediately when a specialist assigned to the VHA is no longer employed by the Vendor. In this case the VHA ISO and FCIO should immediately terminate access to all systems, physically and remotely. Security & Privacy Vendor 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 support in their troubleshooting activities. ------------------------------------------------------------------------------------------------------------------------------- Services not specified in this SOW are considered out of scope and will be addressed with a separate SOW or Change Order.