65--Surgical Workflow Solution

This is not a request for bids, quotes, or proposals. This is a SOURCES SOUGHT announcement only. The purpose of this notice is to conduct market research and obtain information from qualified businesses. The responses to this announcement will assist in determining the socio-economic set aside if feasible. The Department of Veterans Affairs is required by Public Law 109-461 to give first priority to SDVOSB and VOSB concerns if there should be sufficient firms available to compete under a set aside. If insufficient veteran owned or small business response is received to establish the basis for setting this action aside for other than large business participation, then the action will be advertised as determined by the Contracting Officer should the requirement go to solicitation. The NAICS code for this requirement is 541512; size standard is 27.5M. STATEMENT OF WORK 2.0 SCOPE The Department of Veterans Affairs Salisbury North Carolina requires Surgical Workflow Solution; capable of interfacing with patients and family members, providing real time information on patient status and an overall improvement in customer care and experience. This solution will automate surgical workflow and use analytics to measure, analyze, and deliver patient safety and Operating Room (OR) efficiency data. Additionally, this solution will provide perioperative staff members and surgical team s awareness of patient, equipment, and operating room status throughout the course of patient care. The intent of this solution is to identify delays in getting patients through the perioperative process so that efficiencies and increased patient safety can be realized and to increase visibility into the surgical workflow by staff, patients and family members. Offeror must be capable of providing the outlined Surgical Workflow Solution System & supporting ancillary services; the associated installation and configuration services, as well as the incorporated staff training requirement. This requirement will consist of a software/application solution, reporting/analytics capabilities, compatible server system and supporting software, dash board workstations and the ability to interface with the existing systems and must demonstrate the performance capabilities detailed throughout this document. A Turn-Key Installation providing all services, training, hardware, cables and accessories for a complete and functional system. Physician mobile app: for surgeons to stay continuously informed of patient workflows, exceptions, delays, cancellations and automatic notification. OR charge mobile tablet: continuously updated each day with patient workflows, staffing, exceptions and delays, on demand data analytics. Auto notifications: automatically capture patient arrivals to OR and instantly notify surgeons and key surgical staff. Instant web-based visibility at bedside PC: continuous patient visibility and communication to OR, Pre and Post Op staff. Pre/Post Op care-boards: continuous patient visibility and updates to surgeosn and staff via large format displays located in Pre/Post Op areas, OR control desk and staff lounges. Command center: continuous patient visibility and communication to physicians, management and staff. Staffing solutions: electronic staffing boards assignments posted for OR rooms, breaks and relief a. Contract Duration: The base contract period is one (1) year from date of contract award. b. Place(s) of Performance: VAMC Salisbury 1601 Brenner Ave Salisbury, NC 28144 c. Hours of Operation. VA site-representative(s) or Contracting Officer Representative(s) (COR) will establish a window of time in which access and requirement performance will be authorized in accordance with the conditions outlined with this SOW. 3.0 TECHNICAL REQUIREMENTS The following technical specification requirements are set forth for the Surgical Workflow Solution: a. Application Requirements. The application solution shall: 1. Provide Perioperative scheduling package that will interface with VistA surgery scheduling package. Provide the ability to load special equipment in the system for selection when scheduling case. 2. Provide HIPPA compliant, real-time patient status to operating room staff providing streamline transition of patients as they move throughout the perioperative suite, capturing progress along every point of the process and communicating relevant updates to the physicians, nurses and families via highly visible displays. Provide accessibility by authorized staff via smart phones/tablets. Provide HIPPA compliant updates to family s email/text. 1. Collect procedure specific data (start/stop times, anesthesia times, room open/room closed, first case starts, turnaround time, OR utilization, OR block time, overtime, out of block utilization, surgeon/anesthesia arrival time). 2. Provide technology designed to provide the OR team with real-time, accurate patient data from various hospital sources (lab, radiology, EMR..). 3. Collect data required by the Surgical Complication Improvement Project (SCIP) and VA's National Surgical Quality Improvement Project (VASQIP). Data will be collected by the system but then reported by VA in to SCIP and VASQIP. Example data includes: Prophylactic antibiotic received within 1 hour prior to surgical incision and Prophylactic antibiotic selection for surgical patients. 4. Display overall information on the perioperative process and progress of the patient through the processing the OR on multiple screens, monitors or displays (OR desk, SPS, Chief of Surgery's office, Surgery suite, PACU, Pre-Op, patient s family waiting room, etc.) and for multiple audiences in order to maintain privacy requirements when/where necessary. 5. Anonymize patient information and align with HIPAA regulations. 6. Provide real time patient tracking via RFID tracking device assigned to patient to be used in conjunction with RTLS designed to eliminate additional keyboard entry. 7 Provide live real time dashboard designed for OR managers, administration, and surgeons with the information each of the team members need. (Browser based) 8. Provide digital patient file display with real time patient information available for all team members to view on dedicated display with real-time, up-to date patient data. Provide automatic access to key informant from diverse IT systems- lab, radiology, medical records, allergies patient safety check list on display, information on blood products, lab results, specimen inventory and disposition, staff information. 9. Provide IP cameras in each operating suite with controlled access through command center. 10. Provide kiosk for family registration/information b. Reports Requirement. The solution shall: Include a report generator to document: A. Pre-operative events. i. Total time to complete Pre-Op prep/checklist process i. Total length of stay in Pre-Op ii. Order in which the Pre-Op prep/checklist was completed iii. Time to complete each Pre-Op Checklist item iv. Time Patient occupied Pre-Op bed/bay after Pre-Op checklist was completed B. Operating room events. i. Time into OR / Time out of OR ii. Total Anesthesia time (Induction to time out of OR) iii. Operative Time (Incision time to close time) iv. Turnover time v. OR Block Utilization by Surgeon (Percentage of OR time utilized as compared to OR time allocated/blocked for a given surgeon) vi. OR Block Utilization by Service (Ortho, Uro, General, etc...) vii. Time out procedure time (Time safety checklist is started to time safety checklist has been completed) C. Schedule events. i. Total number of ORs anticipated and actually running each day ii. Total number of patients on the surgery waiting list Generate/create ad-hoc user reports. The reports would use the measures listed above but be customizable by the facilities. No additional measures, other than those listed above are required to be included in the ad-hoc reports. Provide automatic reporting and data charts using dashboards with touch of the finger or click of a mouse in real time. c. Interface Requirements. The system provided shall interface with: 1. Veterans Information Systems and Technology Architecture (VistA) Surgery Package - Solution shall supply all VA defined required data elements to VistA Surgery at defined trigger points in the Surgery Scheduling and tracking process; VistA Surgery will continue to supply data to other VistA modules per current processes. 2. VistA Integration Accepts and filters information from VistA to allow views of VistA data elements i.e. labs, ADT. Proposed solution shall have an HL7 interface capable of accepting patient demographic information (ADT) and order (ORM) messages received from the VistA scheduling package. These data elements should be provided in real time and updated automatically. 3. VistA Imaging / Text Integration Utilities (TIU) - Receives images and stores them for display to VistA users. Solution shall supply TIU using existing HL7/VistA Imaging interface and specific note titles. 4. Anesthesia Record Keeping (ARK) Picis, Version 8.6 - Proposed solution shall receive Anesthesia related information from ARK and ARK will receive Surgery Schedule information from the proposed solution. 5. Patient monitors Proposed solution shall receive vital signs related information from the patient monitors located in the operating rooms. VAMC Salisbury currently has the following Philips MP50/ MP70 patient monitor equipment. The 5th floor will have Phillips MX550 monitors. d. Server Requirements. The server provided shall: 1. Provide any physical server hardware, OS, and database licenses (such as SQL) required interface to VistA/CPRS. OS shall be a currently supported OS and shall not be prior to Windows Server 2008 (i.e. Windows 2003 is not permitted) 2. Describe whether the system can integrate with Active Directory or LDAP. 3. Provide capability of storing acquired reports for 5 years e. Installation and Configuration Requirements. 1. The Installation shall consist of the following: A. The selected contractor shall conduct site surveys of each of the designated locations within thirty (30) days following contract award. B. Each site survey shall include all electrical and IT cable drops necessary. C. A technical plan for each site shall be submitted with within ten (10) business days after all surveys have been completed. D. Complete installation of each display board workstation: i. Mounting of monitor and associated PC ii. Any necessary Data line pulls iii. Any necessary electrical work required to power monitor and associated PC 2. Configuration shall consist of: A. Interface testing, with the following documentation: i. Kits built for VistA Interfaces ii. Patch descriptions iii. Test scripts iv. Installation guides v. Implementation and back out plans B. Pre-operative events display information configuration requirements: i. Work with the VHA clinical staff to document pre-operative milestones and process flow for each of the milestones. ii. Map VistA/CPRS data elements to pre-operative milestones and document milestone completion criteria. iii. Document criteria for marking a patient ready for transport to Operating Room for planned surgical procedure. iv. Setup alert conditions and appropriate notification mechanism. v. Setup access control for access to Pre-Op milestone completion. vi. Identify locations where read-only Pre-Op dashboard displayed for use by perioperative staff. C. Operating Room events display information configuration requirements: i. Work with the VHA clinical staff to document clinical process flow ii. Verify mapping of VistA/CPRS data elements to display board. iii. Verify mapping of Anesthesia data elements to display board. iv. Configure display board to accept data from physiological monitors v. Configure site-specific checklists. D. Scheduling events display information configuration requirements: i. Work with hospital s perioperative staff to configure site-specific color key ii. Identify locations where read only OR-Schedule dashboard will be displayed for use by perioperative staff iii. Define dashboard configuration for each of the locations. iv. Define access control list for users who can modify the day of surgery schedule v. Define application URL and mechanism to deploy URL for use by authorized users E. Family Waiting display information configuration requirements: i. Work with hospitals perioperative staff to configure ii. Identify locations where display monitor will be located for use by patients loved ones. iii. Define display board workstation configuration for each of the locations. F. Analytics Package configuration requirements: i. Configure predefined reports ii. Configure analytic cube to host data for above reports iii. Define access control list for users who can access these reports iv. Define application deployment method for authorized users f. Training Requirements. 1. Go-live/Initial Training A. Clinical applications training for super-users, administrator, nurses, physicians, and other clinical staff shall be provided onsite during go-live for one week, 8 hour days B. Training shall be provided on the user interface, application, and its features C. Training shall provide super-users and end-users with the capability of being self-sufficient in operating the system by the end of the training session 2. Follow-up/Refresher Training - Clinical applications training shall be provided after clinical users have had hands-on experience with the system, between 3-9 months following go-live for at least two days. 3. Provide quick notes or reference guides during on-site training during the Go Live Training. 4. Technical Training to be provided within the first year of installation - Provide technical training for maintenance and service for technical personnel at each site/regional OI&T and/or Biomedical personnel. Training should at minimum address the following topics: A. Commissioning and preventative maintenance B. Troubleshooting C. Server maintenance and backup procedures D. Provide technical training for configuration of each interface E. Provide technical training for configuration of each type of display board workstation F. Provide details as to whether this training will be provided onsite or remotely 4.0 SECURITY. a. Contractor must provide completed documentation for the solution including, but not limited to, VA Directive 6550 and Manufacturer Disclosure Statement for Medical Device Security (MDS2). b. The Contractor shall adhere to all VA Privacy & Security requirements including the Privacy Act and the Business Associate Agreement. c. Any Contractor staff requiring access to the VA network will complete required Privacy training and Rules of Behavior agreements in accordance with VAMC policy d. Must be VA Patient Identification Verification (PIV) compliant 5.0 SERVICE SUPPORT a. During the warranty period, the vendor shall provide service, at no cost, Monday-Friday between the hours of 8:00 am 5:00 pm (excluding federal holidays). b. Vendor will supply 24 hour phone technical support for the duration of ownership of the equipment. c. Vendor must obtain and show proof of National or Point to Point VPN certification. Any offsite server or network maintenance or support provided by the vendor can only be done via VPN access. d. Offer a service support agreement with base year plus three additional years. This shall include all interfaces, remote service or application access charges, telephone technical or application support charges, or any fees associated with supporting this equipment. All interested parties should respond, in writing via email to [email protected]. No telephone inquiries will be accepted. In response, please include the following: If your firm is a Service-Disabled Veteran Owned or Veteran Owned Small Business, you must be CERTIFIED in VetBiz (see internet site: http://vip.vetbiz.gov). Interested firms are reminded that in accordance with FAR 4.1201(a) Prospective contractors shall complete electronic annual representations and certifications at the System for Award Management (SAM) as a part of required registration in conjunction with FAR 4.1102(a) that states, Prospective contractors shall be registered in the (SAM) database prior to award of a contract or agreement. Therefore, vendors must be registered in System for Award Management (SAM) at http://www.sam.gov to be considered for an award. Your response is required by Noon EST on March 27, 2017.