SOURCES SOUGHT
U -- Emergency Management Evacuation Plan
- Notice Date
- 12/16/2008
- Notice Type
- Sources Sought
- NAICS
- 541611
— Administrative Management and General Management Consulting Services
- Contracting Office
- Department of Veterans Affairs, Bronx VAMC (NAL), Department of Veterans Affairs, Department of Veterans Affairs;James J. Peters VA Medical Center;130 West Kingsbridge Road;Bronx NY 10468-3904
- ZIP Code
- 10468-3904
- Solicitation Number
- VA-243-09-RQ-0069
- Response Due
- 12/23/2008
- Archive Date
- 2/21/2009
- Point of Contact
- John A HurbanContract Specialist<br />
- Small Business Set-Aside
- N/A
- Description
- STATEMENT OF WORK Revise the current emergency evacuation plans at the New York Harbor Healthcare System New York Campus and Brooklyn Campus so that they are in compliance with the current and proposed requirements of the New York State Department of Health (NYSDOH), the Joint Commission on Accreditation of Healthcare Organizations (JCAHO), New York State Emergency Management Office (SEMO), New York City Office of Emergency Management and other governing agencies. This will also provide for the reporting on the implementation of the 14 National Incident Management System (NIMS) objectives for healthcare organizations. The revisions will at a minimum address each of the following below: PURPOSE: To provide guidance in the development of an evacuation plan containing detailed information, instructions, and procedures that can be engaged in any emergency situation necessitating either a full or partial evacuation of the hospital. This plan must incorporate staff roles and responsibilities essential to this process. Staff training for employees on the evacuation plan will include techniques for lifting and carrying patients and knowledge of alternate evacuation routes. The expectation will be that staff will accompany patients and work at receiving facilities subject to receiving proper emergency credentials. Drills and reviews must be conducted to ensure that the plan is workable. Drills are currently required per code 10 NYCRR 702.7. The plan must include back up measures for all components and must be integrated with other pertinent protocols in the facility's comprehensive emergency plan such as activation of hospital incident command system. 1. Activation: o Define who (title, not name) makes the decision to activate the plan. o Define who (title, not name) is the alternate if primary person is not available. o Define how the plan is activated and how it integrates with hospital incident command system o Define the type/level of evacuation that could occur (limited, entire building(s), entire campus) o Describe the phases of implementation (i.e.staff notification, accessing available resources and equipment, preparation of patients and essential patient supplies and equipment). o Define routes and exits identified for evacuation. 2. Securing Hospital Site o Define the lockdown plan including ambulance diversion. o Define the plan for communications to NYSDOH Regional Office and Office of Emergency Management (OEM) when evacuation is initiated. o Describe the alternate sites identified for media center and labor pool including nursing and medical staff. o Define the procedures in place for securing the facility including controlling gas, medical gases, water and electricity (potentially shutting down or activating generators). o Describe how coordination with local public safety for determination of inner and outer perimeters for hospital and staging area sites will be established. 3. Identification of the Alternate Site(s) o Identify alternate/receiving facilities. o Secure written documentation that confirms the commitment of these facilities (Memorandum of Understanding, Contract, etc.) o Define process for reaffirming/updating agreements. o Define the process for contacting facilities to: o ascertain availability at the time of the evacuation. o notify identified facilities that patients will be evacuated to their facilities. 4. Resources/Evacuation o Identify resources/equipment available to move patients from rooms/floors and the procedure in place for inventory control. o Identify the location of additional resources needed such as additional lighting sources, i.e., flashlights and batteries. o Identify a clearly marked storage area available 24/7 for this equipment. o Define the protocol for staff training on equipment use. o Define the protocol to be utilized for on-going assessment of the patient status for equipment and transportation needs in the event of an evacuation. o Describe how communication will be maintained for staff and outside resources. 5. Resources/ Continuity of Care The plan must address how continuity of care will be maintained during an evacuation for patients at all levels of clinical complexity and disability treated in the hospital including: o How to maintain continuity of care if the usual equipment is not available during the evacuation process. o How equipment identified as necessary to provide continuity of care can be moved with the patient. o What resources are available to maintain isolation precautions for the safety of staff and patients. o How will staff be trained and drilled on this process? 6. External Transportation Resources o Identify pre-designated areas to congregate patients according to predetermined criteria (I.E. acuity or mobility levels). o Coordinate transportation vehicle needs/resources with patient needs (I.E.: patient acuity level, wheelchairs, life support, bariatrics ) o Identify secondary/alternate transportation resources to be available if needed. o List the transportation resources identified - types and numbers (buses, vans, ambulances and ambulettes). o Secure written documentation that confirms the commitment of required transportation resources (Memorandum of Understanding, Contract). o Define the process for reaffirming and updating agreements 7. Patient Evacuation Destination o Specify the protocol to ensure that the patient destination is compatible to patient acuity and health care needs. o Describe the plan for the order of removal of patients and planned route of movement. o Train and drill staff on the traffic flow and the movement of patients to a staging area. 8. Tracking Destination/Arrival of Patients A patient identification wrist band (or equivalent identification) must be intact on all patients. o Describe the process to be utilized to track the arrival of each patient at the destination. Describe the plan for patient return to the original facility when the hospital is operational. o The tracking form should contain key patient information, including the following: o Medical Record Number or Identifier o Time left the facility o Name of transporting agency o Original chart sent with patient (yes or no) o Meds sent with patient (yes or no) o Equipment sent with patient (list) o Family notified of transfer (yes or no) o Private MD notified of transfer (yes or no) 9. Family/Responsible Party Notification o Define the procedure to notify patient emergency contacts of an evacuation and the patient's destination o Define the protocol to identify those patients who are unable to speak for themselves. o Describe the process for assignment of staff members to conduct and track family/responsible party notification. 10. Governmental Agency Notification o The protocol for emergency notification to public safety for immediate response must be clearly written and educated to staff. o The protocol for emergency notification of patient evacuation to New York State Department of Health Regional Office and the Office of Emergency Management must be clearly written and educated to staff. o Define who (title, not name) is responsible to keep a current listing of contact numbers in an acessible location. 11. Room Evacuation Confirmation o Define the protocol to verify that rooms have been evacuated (i.e. orange tags, chalk on door). o Define the orientation and annual staff training protocols for room evacuation provided to all staff. o Describe how the protocols will be tested during drills. o Describe the mechanism used to communicate the room evacuation confirmation protocol to the responding fire department and other facility first responders. o Describe the protocol to account for staff, visitors and non-employees (i.e., vendors, contractors) that may be on site during an evacuation. 12. Transport of Records and Supplies o Describe the procedure for transport of Medication Administration Records (MAR's) patient care/medical records. o Describe measures taken to protect patient confidentiality during transport. o Describe the process to transport specialized treatment supplies. o Define the protocol for the transfer of patient specific medications and records to receiving facility o The protocol for the transfer of patient specific controlled substances must include the procedure to record receipt, full count and ensure the signature of both transferring and receiving personnel. Please email the Contract Officer at john.hurban@va.gov your interest and capability statement for this project no later than 4:00PM Eastern Standard time on Tuesday December 23, 2008.
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