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COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS General Information Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C26120Q0307 Posted Date: 01-29-2020 Current Response Date: ... COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS General Information Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C26120Q0307 Posted Date: 01-29-2020 Current Response Date: 02-07-2020 Product or Service Code: 7030 NAICS Code: 334614 Contracting Office Address Department of Veterans Affairs; VISN 21 3801 Miranda Avenue Palo Alto, CA 94304 Primary Point of Contact: Carol Lam Carol.lam@va.gov Phone: 650-493-5000 X65825 Fax: 650-493-2546 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The Government reserves the right to make no award from this solicitation. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2020-03, dated 12-13-2019. The associated North American Industrial Classification System (NAICS) code for this procurement is 334614, with a small business size standard of 1250. The VA Northern California Health Care System (VANCHCS) seeks a software solution that can integrate with current and future electronic health record (EHR), CPRS & CERNER (meeting all I.T. security requirements), that will compile relevant patient data into one easily printable packet for the patient upon discharge from our facilities. The solution should incorporate Joint Commission and VORP best practices in order to support the accreditation process for VANCHCS. The packets produced by this system should logically arrange and display the following information at a minimum, in order to provide a reinforced understanding of current status and condition for our Veterans and Family. a. Medication Essentials List – Individualized to the patient, being discharged with current medications, discontinued medications, and outpatient meds to be started when discharged medications completed. b. The discharge packet will include the individual veteran’s lab tests, x-ray appointments/tests or treatments and scheduled outpatient/specialty appointments for a period of 3 upcoming months preferably in a calendar format. c. Demonstrates care coordination post hospitalization and ongoing care/treatment for Veteran and Family by providing a calendar of follow up appointments for a minimum of three months. d. Displays Provider/Patient discharge plan. Provided software solution should meet all records requirements as outlined in Statement of Work. VANCHCS expects the software solution/vendor to provide necessary technical support to address identified issues in a timely manner. Specific expectations during base/option years are provided in the Statement of Work. Bids in response to this notification will be evaluated on their ability to meet all outlined requirements. All inquiries and price quotes received prior to 02/07/2020 will be considered by the Government. Only emailed price quotations received directly from interested persons are acceptable. Receipt must be acknowledged on my desktop computer to be recognized as received. This is the only acceptable method for delivery of quotes. New Equipment ONLY; NO remanufactured, used/refurbished or "gray market" items. All items must be covered by the manufacturer's warranty. No product in development shall be considered. Authorized dealers: Only firms who are authorized dealers will be considered in addition to the original equipment manufacturer. A letter from the manufacturer stating your company is an authorized dealer of the discharge package software. The letter must be in possession by the due date and be available for submission, if requested. This solicitation will be set aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) and Veteran-Owned Small Business (VOSB) concerns if there are two or more SDVOSB and VOSB who are capable of providing a quote at a fair and reasonable price. SDVOBs/ VOSBs not listed in https://www.vip.vetbiz.gov/ are considered non-responsive and price quotations will not be evaluated. Offerors shall be registered in the System for Award Management (SAM) at the time an offer or quotation is submitted and at the time of contract award. Registration information is located at www.sam.gov. Award will be made to the responsive/responsible offeror who provides the technically acceptable product at the lowest price. Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the contracting officer at carol.lam@va.gov. 36C26120Q0307 STATEMENT OF WORK Patient Discharge Packets All Inpatient Education information in regard to inpatient discharge and essential paperwork meeting all Joint Commission and VORP standards in both the CLC and SAC Medical Center. The discharge packet also demonstrates continuity in Patient Care post hospitalization. Discharge Packets Should compile and present the following information: a. Medication Essentials List – Individualized to the patient, being discharged with current medications, discontinued medications, and outpatient meds to be started when discharged medications completed. b. The discharge packet will include the individual veteran’s lab tests, x-ray appointments/tests or treatments and scheduled outpatient/specialty appointments for a period of 3 upcoming months preferably in a calendar format. c. Demonstrates care coordination post hospitalization and ongoing care/treatment for Veteran and Family by providing a calendar of follow up appointments for a minimum of three months. d. Displays Provider/Patient discharge plan. Provided system should meet the following records requirements. a. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. b. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. d. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. f. The Government Agency owns the rights to all data/records produced as part of this contract. g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. h. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. i. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. j. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. Interoperability Requirements: System should be interoperable with the following systems a. CPRS b. CERNER Base Year Requirements: a. Establishes system and makes system accessible to VANCHCS at designated work terminal utilizing Windows 10. Previous solutions utilized by this VA included integrated link to software within CPRS, this is our ideal method for accessing discharge packet compilation software. b. Performs system maintenance as required to ensure continued interoperability with VA Electronic Health Record (EHR). c. Communicates with VA POC within 5 business days of VA EHR system update to identify any evolving issues as a result of systems update. Corrects identified issues within 5 business days from notification. (ex: Since most recent EHR system update, outdated medication information is displayed on Discharge Packet) d. Provides technical support via telephone/email to address technical issues 24/7. Responds to inquiries within 2 business days. e. Provides access to updated training materials to aid in training new staff on use of system. PowerPoint/PDF slides of steps to properly utilize system acceptable. f. Provides 1 day of in-person training at both Mather and Martinez VANCHCS locations to train new personnel on how to access and properly utilize software solution. g. Communicates with VA POC not later than 120 days from contract expiration to coordinate contract renewal if required. h. Billing to be conducted on an annual basis within 30 days of the start of contract. Option Year Requirements (Applies to all Option Years): a. Performs system maintenance as required to ensure continued interoperability with VA Electronic Health Record (EHR). b. Communicates with VA POC within 5 business days of VA EHR system update to identify any evolving issues as a result of systems update. Corrects identified issues within 5 business days from notification. (ex: Since most recent EHR system update, outdated medication information is displayed on Discharge Packet) c. Provides 1 day of in-person training at both Mather and Martinez VANCHCS locations to train new personnel on how to access and properly utilize software solution. d. Provides technical support via telephone/email to address technical issues 24/7. Responds to inquiries within 2 business days. e. Provides access to updated training materials to aid in training new staff on use of system. PowerPoint/PDF slides of steps to properly utilize system acceptable. f. Communicates with VA POC not later than 120 days from contract expiration to coordinate contract renewal if required. g. Billing to be conducted on an annual basis within 30 days of the start of an option year.