SOURCES SOUGHT
B -- Technical Support and Development of Laboratory Management Integration Strategies for Basic Laboratory Information System Pilot in Cameroon
- Notice Date
- 7/7/2010
- Notice Type
- Sources Sought
- NAICS
- 541990
— All Other Professional, Scientific, and Technical Services
- Contracting Office
- Department of Health and Human Services, Centers for Disease Control and Prevention, Procurement and Grants Office (Atlanta), 2920 Brandywine Road, Room 3000, Atlanta, Georgia, 30341-4146
- ZIP Code
- 30341-4146
- Solicitation Number
- 2010-86213
- Archive Date
- 7/29/2010
- Point of Contact
- Tayaria L Smith, Phone: 7704882797
- E-Mail Address
-
gqq4@cdc.gov
(gqq4@cdc.gov)
- Small Business Set-Aside
- N/A
- Description
- Notice of Intent Reference # 2010-86213 The Centers of Disease Control and Prevention intends to award a sole source, firm fixed price contract, in accordance with FAR Part 13, using simplified acquisition procedures, to Global Health Systems Solutions, Sonara Road, 3 NGEME Street, Limbe, South West, 237, CMR. Global Health Systems Solutions will deliver the following performance work statement. Performance Work Statement Technical Support and Development of Laboratory Management Integration Strategies for Basic Laboratory Information System Pilot in Cameroon I. Background The United States President's Emergency Plan for AIDS Relief (PEPFAR) has as its 10 year program goals, to treat at least 3 million people, prevent 12 million new infections, care for 12 million people including 5 million orphans and vulnerable children; and overall health systems strengthening including laboratory services and systems among partner countries. There is evidence that well integrated laboratory services and systems play pivotal roles in the effective implementation of prevention, care, and treatment programs with regards to disease screening, clinical diagnosis, staging of disease, therapeutic monitoring, blood safety, and surveillance. Because of this, the PEPFAR II laboratory indicators clearly lay emphasis on a number of testing facilities (laboratories) with capacity to perform clinical laboratory tests and number of testing facilities accredited. To achieve these goals and indicators within Cameroon, there is the need to put in place a sustainable integrated laboratory capacity that can provide quality, rapid, accurate, affordable and reliable diagnostic and monitoring testing. The United States Government (USG) in collaboration with other regional partners and stakeholders are now engaged in developing and implementing a holistic approach that will guarantee an overall strengthening of the health system. An enhanced laboratory strengthening component that will build in-country capacity to perform clinical diagnostic and monitoring laboratory services, as well as implement Laboratory Quality Management Systems (QMS) and Laboratory Accreditation (LA), is being envisaged within this approach. The International Standard Organization (ISO) 15189 Quality Management Systems (QMS) have been recommended by national, regional, and international accrediting bodies, and is being used world-wide as a special requirement for competence in clinical laboratories. The original concept and process of achieving laboratory accreditation using this and other quality management systems have been seen more as an end product or a shelf purchased commodity that is labor intensive, expensive, discouraging to pursue and identified to be the main reason why most laboratories within Cameroon and other developing countries do not want to be engaged in the implementation of standardized quality management systems and eventual accreditations. However, WHO-AFRO in collaboration with the International Laboratory Branch, Global AIDS Program-Centers for Disease Control and Prevention (GAP- CDC), recently established and launched a more user friendly, slow but steady hill climbing laboratory accreditation process known as the WHO-AFRO ‘'Step-wise'' Laboratory Accreditation Scheme, in accordance with its core functions of setting norms and standards aimed at building institutional capacity to help strengthen the tiered laboratory system. Recent assessment of lab systems in Cameroon shows the lack of an established National Laboratory Strategic Plan that provides a tier-integrated laboratory network with efficient service delivery across various health systems. This lack of a coordinated and referral mechanism greatly affects laboratory capacity to support clinical diagnostic services and systems such as laboratory quality management, accreditation, procurement, equipment maintenance and Lab Information Management System (LIMS). Electronic LIMS have become key components of clinical and public health laboratory infrastructures in developed countries. In resource-limited laboratories in the developing world, such systems are at the early stages of development and adoption. Laboratory specimens, associated patient data, and results are largely managed by non-standardized, paper-based systems that place a record-keeping burden on the laboratory staff and also contribute to a significant degree of errors associated with transcription and workflow issues. Electronic LIMS provide an opportunity to improve laboratory information management practices as a step toward accreditation, but if the system is properly integrated into the laboratory management practices, it can address many of the other laboratory areas including document and record management; management reviews; internal audit; and inventory control and forecasting. In May 2009, CDC and the Computing 4 Good Group at Georgia Institute of Technology (C4G@GT) initiated a collaboration to develop a basic laboratory information system (BLIS) designed specifically for service-delivery laboratories in resource-limited settings. In the first year of the collaboration and through an interactive user-focused process, initial versions of BLIS were developed to address the lab information management needs of laboratorians, lab managers, and Ministries of Health in eight PEPFAR countries. In April 2010, three laboratories in Cameroon committed to a pilot funded by C4G@GT in which BLIS was evaluated in an intensive two-month period that informed further system refinement leading to development of a final and usable version of the system for these laboratories and for laboratories in other countries. CDC/GAP-Cameroon, has engaged in supporting the Ministry of Public Health (MOPH) in Cameroon to strengthen the tiered laboratory systems in country to be able to deliver quality laboratory services in support of optimum patient treatment and care. CDC will work in collaboration with the MOPH to provide assistance in implementing the Basic Laboratory Information System (BLIS) to support Laboratory Quality Management Systems (QMS) and Laboratory Accreditation (LA). WHO-AFRO has established this step-wise laboratory accreditation scheme in accordance with its core functions of setting norms and standards aimed at building institutional capacity to help strengthen tiered laboratory systems. In accordance with this scheme, the number of laboratories accredited will be used henceforth as indicators to measure progress made in strengthening laboratory systems in the country. The CDC/GAP-Cameroon is supporting the implementation of BLIS in four pilot laboratories within Cameroon to effectively link the use of electronic LIS and Laboratory Quality Management Systems towards Accreditation using the WHO-AFRO Step-wise scheme. The activities of this SOW will support work to actively engage four pilot laboratories in the WHO-AFRO Step-wise scheme, by addressing the gaps and barriers identified in these labs to achieve Good Clinical Laboratory Practices (GCLP) and to provide mentorship to the laboratories towards accreditation. The SOW covers four pilot laboratories one each from the Center, Littoral, Southwest and Northwest Regions to introduce and implement the step-wise scheme and process in the achievement of the ISO 15189:2003 QMS and accreditation among clinical laboratories within the Cameroon. II. Purpose To implement and evaluate a pilot of the Basic Laboratory Information System in Cameroon to support related efforts to implement Strengthening Laboratory Management Towards Accreditation using the WHO-AFRO Step-wise scheme. III. Scope of Work The vendor will provide all expertise and materials required to complete the tasks outlined below, in accordance with WHO Step-wise Accreditation Scheme and WHO-CDC Guidance for QMS implementation at four pilot sites. The vendor will use accepted techniques that will produce a consistent quality management process, as well as prepare and allow laboratory managers and quality assurance officers to be ready for accreditation. The four pilot sites are Buea Regional Hospital Annex- Buea, SW Region; Regional Hospital Bamenda-Bamenda, NW Region; Laquintini Hospital-Douala, Littoral Region; Central hospital-Yaounde, Center Region. The vendor will require travel or communications with CDC to obtain materials needed to complete the task. All equipment procured to perform the work under this contract shall be the property of the United States Government. The CDC works closely with the NACC/MoPH in supporting HIV/AIDS activities. To ensure a cooperative execution of activities including when support is provided by one or more partners, the MoPH per diem rates and common practice for allowances shall be used for activities under this Statement of Work. IV. TASKS TO BE PERFORMED Tasks will be performed in accordance with the WHO recommended procedures. For each of the four pilot laboratories: Task 1: Provide expert technical assistance in each laboratory to provide on-site services including: • Software setup and training • Performs information-gathering function through site visits, telephone calls and e-mail contact • Provide first line technical support as operational difficulties arise • Interact with C4G@GT to address operational issues, missing functionality or inadequate design and submit a weekly report to the Technical Officer summarizing these interactions. Task 2: Monitor use of BLIS according to the following pre-defined evaluation metrics: • Efficiency: time for maintaining records • Quality: number of errors due to entering data, turnaround time should decrease • Reporting: the reporting burden for required facility, regional, and national MoPH forms should decrease and the accuracy of these reports should increase. • Data patterns/trends: population/regional surveillance and planning, ability to forecast needs of laboratory • Enthusiasm for BLIS: does this indicator remain high among the staff even after months of use Task 3: Develop, conduct, and support the participants of two user workshops on BLIS for the four laboratories. Participants at each of the workshops are the lab manger and one lab technician who are working with BLIS from each of the four pilot laboratories for a total of eight participants. The workshops will determine the effectiveness of the system itself and define the integration strategy between BLIS and SLMTA. The first workshop will be for three days including travel days to collect baseline information based on experience with the system to date, setting goals, and preparing to report back in the second workshop. The first workshop will be held in Limbe; support to be provided to the 8 participants from each of the pilot laboratories. In addition six other participants will attend from CDC or other partners. One staff from CDC/GAP/ILB and six staff from CDC/Cameroon will attend. The second workshop will be held in October for three days. The second workshop will be to share lessons learned on implementing BLIS and a forum to share how BLIS can be used to make better laboratory management decisions. Support will be provided for the eight participants from each of the pilot laboratories. In addition six other participants will attend from CDC or other partners. Information, recommendations, and suggestions from both the workshops need to be part of the final report. Task 4: Develop, coordinate, and provide the administrative and logistical support for one BLIS Stakeholders Meeting at the end of the six-month pilot period. This will be a one-day high level meeting that will be launched by the Minister of Health. The meeting will focus on laboratory data quality improvement as a part of laboratory accreditation efforts and will involve a data-based evaluation of the six-month pilot in Cameroon. A total of fifty persons will attend including participants from the pilot sites, the MOPH, CDC, and other invited stakeholders. The main participants from the pilot sites will be the respective Hospital Directors, data coordinators, and lab directors. It is expected that CDC and the MOPH will utilize proceedings of the meeting to develop a manuscript on the BLIS/SLMTA pilot in Cameroon. The vendor will handle all logistics including at least two coffee breaks, lunch, communication systems, and media coverage. 1. Find a venue for a meeting of 50 participants and observers. 2. Provide necessary equipment for power point presentations, flip charts, writing tablets, etc. for participants. 3. Provide for nine persons from outside of Yaounde the following support: ground transportation to Yaounde; per diem (lodging and meals) for three days (includes one day for transit); and flat rate of transportation to/from the meeting venue. Number of persons: Buea-3; Bamenda-3; Douala-3. 4. Provide for three persons who reside in Yaounde the following: per diem (meals only) and flat rate of transportation to/from the meeting venue. Task 5: Establish with each pilot laboratory a complete work plan and timelines for BLIS implementation to support WHO-AFRO Step-Wise Accreditation. Task 6: Produce a final report that summarizes the BLIS pilot in Cameroon. The report will be divided into four sections: 1. Need for improvements in laboratory information management • Why was the BLIS pilot initiated? 2. Description of the preexisting laboratory information management system in each pilot facility • How was lab data managed before BLIS? Was the process error-prone? Include anecdotal and quantitative data that supports the observations. 3. Overall BLIS implementation approach and experiences in each pilot facility • How did the vendor implement BLIS? What worked? What failed? What worked across all labs? What was unique about each facility? How was BLIS tied to SLMTA? Did it result in overall process improvement in the laboratory (i.e. did BLIS facilitate improvements that covered more than simply laboratory data management) 4. Next steps for BLIS in Cameroon • Outline next steps for BLIS at a national level. • Outline next steps for the BLIS in each pilot lab (if the facility decides to adopt the system). • Recommendations for ongoing BLIS support. • Address challenges observed during the implementation process and corrective actions taken. • Include possible issues of sustainability of the BLIS program at a national level. V. Government Furnished Materials The CDC will provide technical assistance and administrative support required for activities during site visits and the mentorship period at each pilot site. This may be provided through the MOPH. No other materials will be provided. The site visits will be conducted at the same time as our regular Quality Assurance program towards the WHO stepwise accreditation. VI. PERIOD OF PERFORMANCE The period of performance shall commence upon award of a purchase order and shall be completed no later than the end of the tenth month following award of contract. Deliverables Date Required Task 1 and Task 2: Weekly reports should capture technical issues related to the development of the system such as training and technical support of BLIS users in four laboratories including problems encountered and recommendations. One section of the report to cover the use of the evaluation matrix. Weekly starting 14 days from contract award date Task 3: For each workshop: • Document of proceedings of BLIS user workshops and lessons learned • Copy of contract or other document for meeting venue that includes price of venue; copy of or list of receipts for other expenses related to putting on the workshops • List of persons receiving per diem and transportation allowance to include: date, name of person, amount provided of each allowance by day, total received, and signature of person receiving allowances Workshop #1: to be held six weeks after the start of the contract Workshops #2: To be held four months after the start of the contract FOR EACH WORKSHOP: • Contract or other document and list of attendees no later than 14 days after the end of each workshop 6 weeks after the start of the contract • Document of proceedings: 3 weeks after the end of each workshop Task 4: Stakeholders meeting: • Document of proceedings of Stakeholders meeting in format developed with CDC • Copy of contract or other document for meeting venue that includes price of venue; copy of or list of receipts for other expenses related to administrative or logistical support for the meeting • List of persons receiving per diem and transportation allowance to include: date, name of person, amount provided of each allowance by day, total received, and signature of person receiving allowances • Contract or other document and list of attendees no later than 14 days after the end of meeting • Document of proceedings: three weeks after the end of meeting Task 5: Copy of each pilot laboratory work plan and timelines for BLIS implementation to support WHO-AFRO Step-Wise Accreditation No later than one week after start of contract Task 6: Final Report Eight months after start of contract VIII. Vendor Requirements Minimum vendor requirements: • Experience with Lab Information Management Systems (LIMS) installation and support in Africa including providing technical assistance and mentorship to support implementation of LIMS • Experience setting up and installing the Basic Laboratory Information System (BLIS) in Ministry of Health laboratories in Cameroon • WHO-AFRO Certified Laboratory Assessor with experience in providing quality assessment and recommendations to laboratories in preparation for laboratory Accreditation in accordance with GCLP standards • Experience with and actively involved in the WHO Step-wise Laboratory Accreditation Scheme • Proven record of collaboration with the Cameroon MOPH on lab assessments and QIPs as well as providing training for MOPH staff • Knowledge and background training on Good Clinical Laboratory Practices (GCLP) and Quality Management Systems • Ability to provide expert technical assistance as demonstrated by personnel that are medical technologists or have a degree in a related field at the Masters degree level and also have specialized experience with computers and laboratory information management and are trained to provide problem solving with issues pertaining to computer hardware; are trained and proficient in the use of the BLIS software including lab-specific customization, laboratory data management and workflow optimization • Demonstrated experience in the implementation of sustainable and quality laboratory services in African settings or academic environment Global Health Systems Solutions appears to be the only organization that can provide the services to meet all the program requirements including cost and time contraints. No Request for Proposal (RFP) will be issued based upon this Notice of Intent. This advertisement ends in 7 days in accordance with FAR 5.203 (A) (1). Any interested companies are welcome to submit there credentials and ability to provide the services, via e-mail, gqq4@cdc.gov. Include reference number (2010-86213). Please respond by Wednesday July 14, 2010.
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