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DEPARTMENT OF VETERANS AFFAIRS VETERANS INTEGRATED SERVICE NETWORK (VISN) 16 G.V. (Sonny) Montgomery VA Medical Center 1500 E. Woodrow Wilson DR Jackson, MS 39216 REQUEST FOR INFORMATION 36C25621Q1761... DEPARTMENT OF VETERANS AFFAIRS VETERANS INTEGRATED SERVICE NETWORK (VISN) 16 G.V. (Sonny) Montgomery VA Medical Center 1500 E. Woodrow Wilson DR Jackson, MS 39216 REQUEST FOR INFORMATION 36C25621Q1761 BACKGROUND: The G.V. (Sonny) Montgomery VAMC has a requirement for the following brand name supplies: Manufacturer Product Description Quantity Computrition, Inc. Nutrition Care Management Initialization (1 Site) Initialization (6 Clients) Annual License Subscription (1 Site) Annual License Subscription (6 Clients) Flow Analysis/Project Management (A) Custom Data Build NCM/FOM (3000 Items, 750 Recipes, 75 menu days) Custom Training Package 1 Computrition, Inc. Foodservice Operations Management Pro Initialization (1 Site) Initialization (2 Clients) Annual License Subscription (1 Site) Annual License Subscription (2 Clients) Flow Analysis/Project Management (A) Custom Training Package 1 Computrition, Inc. Room Service Connect Plus Initialization (1 Site) Initialization (5 Clients) Annual License Subscription (1 Site) Annual License Subscription (5 Clients) Implementation 1 Computrition, Inc. Tray InMotion Elite w/ Operations Connect Initialization Annual License Subscription Implementation 1 Computrition, Inc. Inventory Connect Initialization (1 Site) Initialization (1 Client) Annual License Subscription (1 Site) Annual License Subscription (1 Client) Implementation 1 Computrition, Inc. Multi-Site HL7 ADT/Orders/Tube Feeding-Additional Site Initialization Annual License Subscription Implementation 1 Computrition, Inc. HS Single Sign-On Module Initialization Annual License Subscription Implementation 1 Computrition, Inc. Hardware Epson Thermal Printers (RS) (Epson TM-T88V) Typically a Hot, Cold, and Expeditor printer needed for each trayline. 3 Computrition, Inc. On-Site Application Training/Consulting 1 GENERAL REQUIREMENTS The product shall provide the user with a graphical user interface (GUI) display in a Windows-based environment. The user shall have the ability to open multiple screens simultaneously. The product shall provide a relational database. The software shall provide a unidirectional exchange of information from the Veterans Information System Technology Architecture (VistA) files as well as other electronic health information systems that may be used in State Veterans Nursing Homes. The interface shall use Health Level HL7 messaging to exchange patient admission, transfer and discharge and diet order information on a real-time basis. The system must be capable of deployment in a remote Regional Data Processing Center in virtual server (e.g. VMWare) environment and must support a terminal services presentation to users (e.g. Citrix Metaframe or Terminal Services). The system must be capable of supporting autonomous Nutrition and Food Service operations at multiple medical centers or clinics, and multiple food delivery locations within each of those operations. A centralized database with multiple schemas to support these autonomous operations is required. The system must be able to accommodate multiple data feeds (e.g. HL7 or comparable method) from each of the autonomous operations. The database server shall be able to accommodate multiple sites with full autonomy or standardized data amongst several sites. Multiple schemas need to be managed from one central database. The user must have the ability to edit/overwrite selected fields in a file as opposed to only being allowed to overwrite an entire file. All reports shall be customizable. Report settings shall provide the ability to filter the data. Report settings shall be able to be saved for future use. All reports shall have the ability to be viewed on the screen, printed, or exported to a variety of other formats such as Excel, PDF, HTML, Rich Text, and graphic. The Software Administrator shall have the ability to grant read-write, read only or hidden access on a field-by-field basis to other users. The software need to have the ability to have one production unit but multiple serving units and be able to track and calculate each one separately. The software must have the capability to print in color, use a variety of fonts, backgrounds, etc for reports, menus, tray tickets. Software capacity to utilize information on product nutritional data and import it into the analysis section of the software which can then be tied to the ingredient. Software must have the capacity to allow for bedside ordering via wireless technology and/or through the patients television. Food Operations Management Requirements: The software/system shall: Provide pre-programmed ratios for weights, volumes and single serving amounts by ingredient. Incorporate conversion of the amount of food to be ordered for food items where some waste is expected as part of the food preparation process (as purchased to edible portion). Provide the ability to create, edit, change, retain, cost and nutritionally analyze all recipes and menus. Provide the ability to use menus to calculate the quantities of food to be ordered. Calculations shall incorporate information from the menu, forecasted/actual census needs, on-hand inventory and anticipated use linked to contractor stock numbers. Provide the ability to electronically transmit food orders to contractors. Provide the ability to electronically receive updated price information from contractors. Recipe and menu costs shall be automatically updated. Provide within the food item file, conversion of the purchased amount to edible portion calculations. This functionality shall be provided as part of the delivered system. It shall not need to be created by the end user. Integrate Hazard Analysis Critical Control Point (HACCP) food safety guidelines into recipes. Include the USDA s nutrient database of generic foods and the -supplied database including manufacturer, distributor and branded item information. The system must allow nutrient data to be added for new ingredients. This data must be updated regularly. Provide product cost, nutrient profiles, weight to volume conversion and waste factors linked to each food item in the inventory. The analysis shall be viewable according to yield or as consumed amount. Provide a display of nutrient analysis and cost data on the screen during menu creation and revision. Allowed menus and recipes may be copied, re-named and modified. Having all associated aspects of each be attached to the copied version for ease of building a new menu or recipe. Provide the ability to search for recipes containing specific ingredients. Allow each site to manage multiple services styles simultaneously including: Select menu Non select menu Dining Room Service Variations of the above Seasonal menus Room Service menus Special meal functions Provide the ability to globally add, delete and/or replace items on menus, and ingredients in recipes. Provide automatic aggregation of data from multiple sites into one integrated report for production, and provide the ability to analyze production, inventory, ordering, and shipping reports. Provide automatic creation of a tally of patient menus. Using the information from the automatic tally, the system shall provide the ability to generate production, inventory, product sources, waste and pilferage. Maintain historical data and provide reporting tools for trend analysis and identification of potential problems with production, distribution, purchasing, inventory, product sources, waste and pilferage. Provide the ability to add in food for special activities for specific patients (birthday cake). Provide the ability to track and inventory ward stock. Have the ability in the room service option to use touch screen technology to simplify use. And track and calculate CHO to support patient diet calculations. Provide the ability to pull production reports based on a variety of factors (current census or be able to forecast as examples). Provide the ability to search for recipes and what menus are associated with that recipe as well as specific ingredients that are associated with recipes and menus. Nutrition Management: The software/system shall: Provide Nutrition Care Management that is fully integrated with Foodservice Operations Management inclusive of nutritional data analysis. Automatically pre-edit and correct menus and tray tickets. The user shall be provided with the ability to initiate performance of checks and corrections of the menus offered and selections made for each patient to account for diet restrictions, calculated meal patterns, allergies, drug/food interaction, likes, dislikes, preferences. Corrections shall be viewable on the screen or can be printed. Flag on the screen or on a printout menu conflicts for diet restrictions, food preferences, and allergies. Provide the patient/resident with the ability to individually select a menu in real time. The functionality shall display the patient s dislikes, likes and food preferences. Allow wireless services to be used for bedside data and menu entry. Provide the ability to have specific foods replace disliked foods according to preferences expressed by the patient. Provide the ability to have specific foods replace disliked foods according to preferences expressed by the patient. Provide a report of likes, dislikes and allergies by recipe. Print on tray tickets allergies, dislikes, special services (adaptive devices, hold trays, late trays, etc.), and Happy Birthday greeting. Provide a report of items that need to be added to the tray on the patient s floor. For example, provide an ice cream list to identify exactly which trays get ice cream instead of requiring staff to check every tray ticket. Provide tube feeding management labels that list the diet order and tube feeding information including the product name, feeding rate and strength. Multiple tube feeding products shall be allowed to be given to one patient simultaneously. Provide Nourishment management (supplemental feedings) that shall be automatically assigned via menus and also may be patient specific. Supplemental Feedings shall be able to be ordered for a specific day of the week and meal service time. Nourishment labels shall be able to be printed using multiple formats and sizes as well as displaying multiple nourishment items on a single label. This must have unlimited capacity for ordering. Calorie/Carbohydrate (CHO) Count Management shall identify and print a list of those patients on a calorie/carbohydrate count, print a tray ticket with calorie/CHO distribution information, provide the ability to enter the amount consumed by the patient per recipe, and print intake analysis for calorie/CHO count patients. Allow a diet order to include up to twelve restrictions. Allow meals that are provided to the Day Hospital, Day Surgery, Lodgers, ER, Physicians, GI Labs, Oncology, and other non-inpatient locations and revenue sources to be ordered, produced, shipped, forecasted, costed and tracked in the same manner as are in-patient meals. Allow admission of patients into the system for sack lunches or lunch meals for patients that are not currently admitted into VistA. Provide the ability to print tray tickets and enter the charges for quest meals. Provide the ability to print more than one unique guest ticket per patient. Allow for the creation of test patients that can be used for ordering practice as well as testing of meals/menus. Application Support and Subscription Services: The COTS contractor shall provide software product updates and patch releases for current customer licensed products as part of the annual subscription fees. Remote Support Accessibility via the Veterans Administration VPN. Provide user and technical documentation and updates as software/system changes are made. Provide customer application and software support. Provide users with unlimited e-mail/telephone support. The contractor shall respond to all customer requests for support services with concrete steps to address the request within 4 hours from the time at which the request was received. A simple acknowledgement of the support request shall be insufficient. In instances in which problems with the software products have rendered the system inoperable, a response by telephone shall be made to the customer within 1 hour form the time at which the request was received. Security Requirements: This system runs under Oracle. The contractor shall provide all user/super user training and support. IT shall provide a server meeting the contractor s requirements; maintain the OS & monitoring clients as required by VA and backup data files as directed by the contractor. The contractor shall not have System Administrator Access to the server. The contractor may request supervised system administrator access from IT system administrators through the use of collaborative software.  The access shall be under the VA System Administrator s account and the VA is responsible for the actions of the contractor. No VA data shall be moved from the designated server by the contractor. A current Business Associate Agreement is required. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. The security designation is low A NACI Background Investigation is required of all personnel with access. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employment. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data General, FAR 52.227-14(d) (1).  If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. 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. In such an event, the contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract 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. 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/subcontractor processes or maintains under this contract. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $ 29.95 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 subject(s) may incur to repair falsified or damaged credit records, histories, or financial affairs. Training: All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; Successfully complete the VA Cyber Security & Privacy Awareness and Rules of Behavior training and annually complete required security training; Successfully complete the appropriate VA privacy training and annually complete required privacy training; and Successfully complete any additional cyber security or privacy training, as required by VA personnel with equivalent information system access (to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.) REQUESTED RESPONSES: The intent of this Request for Information is to establish sources in order to define the procurement strategy. Interested contractors are requested to respond in accordance with the following Please respond to this RFI if you are capable of providing the brand name products listed in the table found in the background section above. In the response please cite business size status. Please respond to this RFI if you are capable of providing supplies that can be determined EQUIVALENT to the products listed in the table found in the background section above. Please provide details on proposed EQUIVALENT products such as Manufacturer Name, Part Number, and Description. CONTACT INFORMATION AND RESPONSE DUE DATE: Please email all responses to tammie.chaney@va.gov. Please respond to this RFI no later than 1:00pm Central on Friday, August 27, 2021. DISCLAIMER: This RFI is issued solely for informational and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Department of Veterans Affairs to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this RFI.