Veterans Health Affairs, Network Contracting Office 5, is issuing this Notice of Intent to Sole Source in order to identify any potential sources that have the resources and capabilities to provide maintenance & repairs on the Phillips Healthcare ICCA as described below that will not interrupt the continuum of care. This requirement is defined primary by existing hardware already in use at the Beckley VA Medical Center, 200 Veterans Ave, Beckley, WV 25801. BACKGROUND The Phillips ICCA provides critical patient monitoring and data transfer between the Emergency Department and providers. SCOPE The contractor will provide all upgrades, maintenance, and technical support for the Phillips ICCA system. PLACE OF PERFORMANCE Beckley VA Medical Center 200 Veterans Ave Beckley, WV 25801 TRAVEL N/A CLASSIFICATION/SECURITY Unclassified. Security clearance is not required. GOVERNMENT FURNISHED PROPERTY None. INTERESTED & CAPABLE RESPONSES: NCO 5 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources, rights, and capabilities necessary to provide these services. Please respond with your: Business name, business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), person of contact (including telephone number & email address), GSA Contract number if applicable, and DUNS number Capability statement Responses must be submitted by 2:00 PM (EDT) December 13, 2019. Responses to the information requested above may be submitted via email to
[email protected]. This Special Notice of Intent to sole source is for planning purposes ONLY. The results of this notice will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice. Statement of Work Beckley VAMC Philipps IntelliSpace Critical Care and Anesthesia (ICCA) System Period of performance: Period of Performance: 12/18/2019 12/17/2020 VISN 5 ICCA SMA: Equipment Number: Issued to VA Beckley effective 12/11/18 = 75629142 Deliverables: Reactive, routine support and problem escalations Upgrades, Maintenance, and Technical Support Scheduled Maintenance- ongoing Clinical Config. requests and OS patching (w/Biomed) ; Preventative Maintenance Philips FCO s Telephone/ remote ICCA SW support- 24 X 7; reactive support via: Philips 800# + Equipment ID for support entitlement Unscheduled Maintenance or outage Response time SMA minimal requirements: Urgent, High, Normal, Low If restoration time is known it is to be communicated to the COR 3rd party HW/SW- original HP warranty procured for VA; 3rd party licenses are owned by VA. Problem or Defect Escalation: Process and Communication Management Beckley VAMC Weekly Communication if this occurs · Problem description · Software version · Equipment or component · Effect on patient safety · Any workaround · Status / estimated completion date/time Deliverables: ICCA SW Updates and Upgrades SW updates between major letter updates Remote by CCSC engineer, coordinated with local VA team Test in non-clinical production environment before applying Includes ICCA SW hotfixes/ patches Major letter Upgrades ( Rev Hà J) Furnish, install, and maintain ICCA upgrades May be onsite or remote- Philips PM, AS and TC time included Like for like - not include change in number of beds, units, interfaces Hardware upgrades may be quoted for purchase OS & SQL upgrades may be quoted for purchase Deliverables: 3rd party SW updates and Upgrades Update ICCA OS security patches ; CCSC to provide list of MS KB s approved by Philips Monthly updates require ICCA system restart Review best approach/ coordination needed use of WSUS at VA s Succeeding versions of Microsoft software can be made available at an additional cost Biomed responsible for Antivirus; Philips will provide exclusions documentation Deliverables: Synchronization of 3rd party HW Warranty Expiration Maintenance of third party computer hardware will remain between the OEM and the VA Deliverables: Interfaces Maintenance of what was originally implemented is included in the SMA Vista Interface Support- Ongoing testing and validation of DataBridge changes with VA POC Additions or modifications to the CIS interface is to be addressed on a task order basis. Could result in a proposal and quotations to meet new requirements. Requirement to provide the data/changes cannot be rejected and must be provided within a timeframe that is mutually agreeable. Medical Device Interface Support- Develop technologically feasible device interfaces on a task order Basis; May result in a proposal and quotation to meet any new requirements. Replacement of damaged, non- working cables included in the SMA- BPA Beckley VAMC uses the Philips IBS Hubs and EC 5 cables. Analytics Interface Support- Additions or modifications to the CIS interface is to be addressed on a per task order basis. Requirement to provide the data/changes cannot be rejected and must be provided within a timeframe that is mutually agreeable. Deliverables: Mandatory Check In/Out and Removable Media Scanning Check In/Out required for all on site activities Removable media must be scanned by Biomedical Engineering before use Deliverables: System Uptime Available for use 98.9% computed from notification of problem Calculated over a months period of time Scheduled maintenance excluded Define and communicate root cause to responsible party Deliverables: Data and Terminology Standardization and Reporting- Intra VISN Data Standardization DAR Report development, sharing and distribution is included in the SMA Data and templates to be implemented and managed at a VISN level Functionality to individualize displayed configurations at a Facility level Consultation to assist the VA with regulatory agency examination or quality control is included in the SMA Database and content updates delivered is to contain exactly and only the VA National Standardized Terminology For Rev H and above: Changes to terms are to be reviewed within 2 weeks of receipt and configured within 90 days of receipt from the VA Deliverables: Inter VISN Data Standardization Reports and reporting tools purchased by one VISN is to be made available for all VISNs at no additional cost Terminology changes are included in the SMA Changes are to be tested in a non-clinically active environment Urgent change to terms may be approved by the change control board for quick approval of changes. Deliverables: Overall Change Management and Configuration Control Upgrades, updates, service packs are to be the same across all VISNs Guidance is to be provided for any additional HW/SW is needed to avoid obsolescence Coordinate software updates among software vendors Updates must be tested in nonclinical environments before making the available to all VISNs Participate in government led change management board and User Group to address any configuration changes Where necessitated interface changes resulting in new requirements will be addressed on a task order basis that may result in a proposal and quotation. The requirement cannot be rejected. Approved terminology changes are to be updated within 90 days of receipt from the Users Group. Safety issues may be addressed out of the 90 day cycle Deliverables: Service Reports Provide a Service Report to the pertinent POC designated by the COR at the completion of a service call prior to departing the VAMC or at the conclusion of remote service. The Service Report shall document: the type of service (e.g, equipment failure, schedule software upgrade); the date and time of failure reported, date and time of service, the services rendered and shall include software description, revision, serial number, trouble reported, root cause and corrective action taken. The service report shall also contain description of services such installation of, the latest version of software patch or upgrade, name of individual who performed the services, and any travel, labor and/or parts information. These reports shall be consolidated into a Monthly Service Log Report Deliverables: Manuals, Release Notes and Service Bulletins Provide an electronic copy Deliverables: Disaster Recovery and Failover Plan Collaborate with VA to execute and support roll over plan Deliverables: Product Modification, Removal and Recall Notification within 24 hours via email notification Deliverables: Emergency Operations This is a VA owned business continuity plan Next Steps/ Actions items Communication plan going forward- how, who, when: Monthly SMA Service reports- distribute via email the first week of each month Monthly VISN 5 SMA review meeting- 2nd Thursday each Month- 11am EST