Loren Data's SAM Daily™

FBO DAILY ISSUE OF APRIL 18, 2012 FBO #3798
DOCUMENT

R -- HIOS 12-8 ARK ICU Analytics - Attachment

Notice Date

4/16/2012
 

Notice Type

Attachment
 

NAICS

541611 — Administrative Management and General Management Consulting Services
 

Contracting Office

Department of Veterans Affairs;Program Contracting Activity Central;6150 Oak Tree Blvd, Suite 300;Independence OH 44131
 

ZIP Code

44131
 

Solicitation Number

VA70112I0178
 

Response Due

4/27/2012
 

Archive Date

7/26/2012
 

Point of Contact

Joel Fada
 

E-Mail Address

7-8300
 

Small Business Set-Aside

N/A
 

Description

Sources Sought Notice for HIOS 12-8 VHA Anesthesia Record Keeper/Clinical Information System/Intensive Care Unit (ARK, CIS/ICU) Analytics I.Introduction: This sources sought notice is for market research purposes in accordance with the Federal Acquisition Regulation (FAR) Part 10. It does not constitute a solicitation and is not to be considered as a commitment by the Government. This sources sought notice is a Request for Information (RFI) before the release of any resultant solicitation. This is not a request for a proposal and does not guarantee the release of any solicitation. II.Background: Anesthesia Record Keeper/Clinical Information System/Intensive Care Unit (ARK, CIS/ICU) Analytics is a national initiative of the Deputy Under Secretary for Operations and Maintenance (DUSHOM) for all VISNs (Veterans Integrated Service Networks) to acquire, implement, and sustain CIS and ARKs for all the ICUs and Operating Rooms (ORs) of the Veterans Health Administration (VHA). CIS/ARK Analytics is planned for more than 120 ICUs and 140 ORs. The DUSHOM constituted the CIS Support Team (CST) to be responsible for VHA-wide direction and oversight of CIS/ARK Analytics systems, in particular to meet clinical and technical standards of VHA and VA (Department of Veterans Affairs). The CST provides direction in project management and technical guidance to the VISNs; performs coordination with other organizations in VHA, VA, and outside vendors; coordinates review and oversight of implementation, operation, and use. The VISNs implement, test, operate, and use CIS/ARK Analytics systems in their facilities following national direction provided by the CST. Under direction from the DUSHOM, VISNs acquire CISs and ARKs from commercial vendors. The CISs and ARKs are mandated to meet national VHA standards for data and terminology standards and to use standards interfaces for transmitting data. The VISNs are also mandated to acquire a standard interface for transfer of data with VistA and a standard Medical Analytics system for analysis and reporting of data. The CST coordinates compliance with standards by the vendors that provide system components. For CIS and ARK system, as of December 2011, this involves 6 CIS and ARK vendors, and one vendor each for the data interface and for Medical Analytics. In addition, the CST coordinates national standards for terminology and data within VHA, and coordinates implementation with policies and procedures of VA/OIT (Office of Information Technology). The CST leads VISN participation in maintaining compliance of vendors with standards, in terminology and data standards, and in policies and procedures of OIT. The CST also coordinates and oversees compliance of the VISNs in acquiring and implementing CIS/ARK Analytics systems. The CST coordinates compliance through standardized processes for acquisition, implementation, test, and approval; and supports compliance through active communications with the VISNs. In April 2011, the first facility completed implementation and entered production use of a complete, standards-compliant CIS/ARK Analytics system. As of December 2011, 13 facilities in 4 VISNs are in production; and 19 of 21 VISNs, which operate more than 90% of the facilities in VHA, are actively acquiring or implementing a CIS/ARK Analytics system. As of December 2011, 3 standard terminology sets have been released, and 3 additional sets are planned for release in calendar year 2012. Also as of December 2011, systems from one CIS and ARK vendor are in production; and systems from 3 additional vendors are planned to be in production in calendar year 2012. With CIS/ARK Analytics in production at 13 facilities in 4 VISNs, the ICU/ARK Analytics program has established and put into use program management activities and has overseen actual performance of technical implementation. The CST is now adjusting its activities in carrying its responsibilities forward, through implementation extensions and through functional extensions of its established activities. The implementation extensions apply the activities that were established with the initial VISNs and facilities to most of 19 VISNs and a majority of facilities of VHA. This includes processes for standardized terminology, and for release and VISN implementation of the ICU/ARK Analytics system. The extensions increase the number of activities that are performed to support the terminology sets, vendors and VISNs/facilities; and to track and oversee all aspects of the program. In addition, the CST has initiated functional extensions to its established activities. These account for VISN and facilities that are actually in production, and include: improvements to systematic tracking, reporting and review of implementations at facilities by VISNs; Analytics integrated with testing and reporting; use of Analytics for reporting at all organizational levels; and coordination and interoperation of ICU/ARK Analytics with other programs. To support the CST in its responsibilities for coordination and oversight, OHI (Office of Health Information) is the primary provider of technical and administrative support. OHI provides these services through the OHI CIS/ARK Organizational Coordination Group, and additionally through the CIS/ARK Implementation Group. The primary responsibility of the OHI CIS/ARK Organizational Coordination Group is to assure that CIS/ARK Analytics systems are properly embedded within VHA and VA systems and organizations. This group develops program management and technical topics within the context of VHA strategy and organization; solves problems outside the purview of CIS/ARK Analytics, and oversees and reviews plans and status of ICU/ARK Analytics. The primary responsibility of the OHI CIS/ARK Implementation Group is direct support to the CST in program management, technical management and communications. This group is to provide properly dedicated attention and resources, as necessary for the detailed, day-to-day activities of management of standardized terminology and data, of coordination among vendors, and of implementation planning and performance of implementation, test and approval; for these and for all aspects of timely, safe, stable and standards-compliant implementation and use of ICU/ARK Analytics at the VISNs. To carry out the primary responsibility to the CST for CIS/ARK Analytics, the CIS/ARK Analytics Implementation Group is complementary to the focus of the OHI CIS/ARK Organizational Coordination Group. Scope of work: The contractor shall provide ICU/ARK Analytics with Professional and Technical Services as the OHI CIS/ARK Implementation Group. It shall provide support for detailed planning, guidance and oversight of the ICU/ARK Analytics systems, for national availability and release, and for implementation, testing, tracking and acceptance of the VISNs. These services support both the VHA ICU/ARK Analytics Program and the VHA CIS Support Team (CST). The contractor's responsibilities are to provide management, technical and communications support to activities of the program and the CST, performed as implementation extensions and as functional extensions, as characterized above. The contractor's major activities are: direct, day-to-day administration; detailed support for program management and for technical management, and communication within VHA and VA, and with vendors, in support of release and implementation, and with VISNs, other organizations and vendors for implementation. In all of these activities, the contractor carries out direct, detailed, day-to-day activities, for the VHA CST Support Team. These services involve creation and organization of detailed and complex artifacts, such as step-by-step implementation plans, test plans, data specifications, meeting agendas and minutes, and tracking status of releases and implementations. The contractor shall maintain project artifacts on VHA's SharePoint site. These activities are covered in the Objectives, under the principal Tasks, (1) Support Program Management, (2) Support Technical Management, and (3) Facilitate Communications. 3.0 Tasks and Deliverables Task 1: Program Deployment Support. Support for program management for release and deployment of ICU/ARK Analytics. During this period of performance, deployment is anticipated for at least 19 of 21 VISNs, and to more than half of the facilities. Deliverables: The following deliverables will support Task 1: 1.1: Plan and Direct Standards for Data, Releases and Configurations. Establish, maintain, and perform plans for development, integration, and delivery of standardized terminology and data; versions of DataBridge, CISs, Analytics and other components; operational infrastructure; and other configuration items required for national standards, for availability of ICU/ARK Analytics systems to VISNs. 1.2: Plan and Oversee VISN Implementation, Configuration and Operation. Plan and oversee implementation, operation and use of ICU/ARK Analytics, including facility sequencing; installation and configuration; compliance with standards; testing and acceptance; training for use; management of use/operation/outage/restoration. 1.3: Plan VISN Life-Cycle Program Management. Plan and oversee life-cycle program change management for implementation, operation, and use of ICU/ARK Analytics by VISNs/facilities. Extends 1.2 from initial deployment to life-cycle program management of implementation and configuration. 1.4: Track, Report and Support Approval of Deployment. Plan and perform reporting of initial deployment of VISN/Facility implementations; track VISN/facility planned and actual implementation; facilitate review and approval processes for operation and use ICU/ARK Analytics among VISNs, CST and National VHA. 1.5: Manage Review and Approval for Life-Cycle. Plan and perform reporting of implementation of VISN/Facility of ICU/ARK Analytics systems, and of managed changes; facilitate reporting and review in periodic re-certification, and for managed change; specify and oversee processes for receiving Analytics reports. Extends 1.3 from initial deployment to life-cycle review and approval. 1.6: Manage Actions and Issues of Deployment. Collect, record, index, prioritize and manage actions, issues and risks, as sourced from program activities, from VISNs, and from other organizations; facilitate management of actions and issues with VISNs, with other VHA and VA organizations, and with vendors. 1.7: Support Consolidation within VHA. Specify and document changes and extensions to policies and processes for governance and oversight of ICU/ARK Analytics as a VHA-wide system, to assure national standards for data, interfaces and processes, to improve alignment within new models of care, and to heighten participation within VHA mainstream initiatives; perform in coordination with 10N, ESM, OHI, OIA, Biomedical Engineering, OIT, and other organizations. 1.8: Program Management for Interoperation. Facilitate program management to plan, specify and prototype interoperation between ICU/ARK Analytics and SQWM, iEHR, TeleICU and other programs. Task 2: Technical Deployment Support. Perform system engineering, configuration management, and change management for terminology for the ICU/ARK Analytics system, its interfaces and components, and for ICU/ARK Analytics systems as implemented at VISNs. Deliverables: The following deliverables will support Task 2: 2.1: Perform Engineering for Integration. Perform integration among components (CIS, DataBridge, Analytics, Workstations), with VistA, with other systems, including system interfaces, security, networks (MDIA); perform with OIT, Biomed and vendors. 2.2: Specify Configuration. Coordinate specification of vendor versions, builds, configurations and standard content of CIS (ICU, ARK, PACU), DataBridge, Analytics, Workstations, and interfaces; perform coordination by vendor and between vendors; provide guidance and plans for implementation and configuration, to support clinical use; provide plans for testing and acceptance. 2.3: Specify Life-Cycle Technical Management. Plan and oversee technical coordination of builds, releases and configuration for life-cycle change management of ICU/ARK Analytics. Perform as technical management in coordination with D1.3. Extends D2.2 from initial deployment to life-cycle technical management of implementation and configuration. 2.4: Maintain Specifications for Approval Life-Cycle. Coordinate specification of review and approval for operation and use of ICU/ARK Analytics to incorporate configuration management and change management for the ICU/ARK Analytics life-cycle. Perform as technical management in coordination with 1.4. Extends 2.3 from technical management for initial deployment, as needed to specify review and approval, to incorporate technical management for the life-cycle of ICU/ARK Analytics, as needed to specify review and approval. 2.5: Manage Terminology and Data. Manage terminology and data in multiple clinical domains for standardization throughout VHA, through modeling, management of representations, expert access to standards (MindMaps), performance of processes for request, approval and release; specify, formalize and extend data architecture for ICU/ARK Analytics, as used in internal interfaces among components, and in external interfaces with other systems. 2.6: Specify Analytics Functionality. Specify, direct design and implementation, and direct approval and adoption of acquisition, loading, analysis, reporting and export functionality in Analytics. 2.7: Specify VISN Implementation and Operations. Specify technical implementation, testing and operations for an ICU/ARK System at a VISN and its facilities, including implementation plans, system and operational specifications, interoperation with other applications, resources, plans, training, reporting; for performance by VISN, Facilities, OIT, Biomedical Engineering, vendors, and others. 2.8: Specify Support and Continuity for VISNs. Specify policies, processes and plans to monitor and maintain function and operation, maintain service levels and provide continuity of operations, of ICU/ARK Analytics at VISNs and their facilities, including monitoring of system use and operation, support of users, fault detection, fault management, replacement service, managed restoration of operation of ICU/ARK Analytics, to be provided by VISN/Facilities, OIT, Biomedical Engineering and vendors. 2.9: Support Standardized Data and External Interfaces. Collect, record, index, develop and provide accesses to specifications, organizations, systems, activities, plans and documentation for transfer of standardized data from ICU/ARK Analytics, specifically from Analytics; for use in clinical decision support, administration, reporting, research, and other uses within VHA; for transfer of standardized data to ICU/ARK Analytics; with transfer to systems and protocols such as iEHR, SQWM, VSSC, Vinci. 2.10: Technical Management for Interoperation. Facilitate technical management to plan, specify and prototype interoperation between ICU/ARK Analytics and systems such as SQWM, iEHR and TeleICU. Task 3: Facilitate Deployment Communications. Perform communications on behalf of the CST during release and deployment of ICU/ARK Analytics. Deliverables: The following deliverables will support Task 3: 3.1: Facilitate CST Communications. Facilitate communication of the CST with VA/VHA organizations, on topics of management, system and use, with planning, management of agendas and participation, and minutes for VANTS/LiveMeeting and face-to-face meetings; and with forums and on-line documentation. 3.2: Facilitate CST Communication with VISNs. Facilitate communication of the CST with VISNs on all aspects of ICU/ARK Analytics. 3.3: Facilitate Communications for Review and Approval. Facilitate communications on review and approval of releases of ICU/ARK Analytics systems, components and terminology, among CST, 10N, VISNs, vendors and other organizations. 3.4: Facilitate Communications for Life-Cycle. Incorporate communications of CST (3.1), communication with VISNs (3.2), and review and approval (3.3) into communications on strategy, planning, policy and other life-cycle topics, involving the CST, VISNs, VHA and other organizations. 3.5: Facilitate Communications with Domain-Specific Groups. Facilitate communication by domain-specific user groups of VA and VHA participants through planning, management of agendas and participation, minutes for VANTS/LiveMeeting and face-to-face meeting, management of actions/issues, and forums and on-line documentation. Examples of domain-specific user groups are: VISN-Vendor group; Analytics users; terminology clinical area. 3.6: Facilitate Vendor Communications. Facilitate communication of CST with vendors, and including participation of VISNs and other VA/VHA organizations, on managing and technical content of vendor activities, schedules, products, releases, issue management, and other topics. 3.7: Maintain Contacts and Communications. Maintain contacts for VISNs, other VA/VHA participants and vendors, and apply contacts in facilitating communications through meetings, forums, on-line reporting, email and other media. 3.8: Manage Program Documentation. Collect, record, index and provide access to documentation of knowledge and processes of ICU/ARK Analytics, covering management, systems and uses at national and VISN/Facility levels, encompassing content from communications activities, reference documentation, FAQs and other representations of knowledge; maintain as a supplement to communications activities, and for direct access and use by VA/VHA participants at national and VISN/Facility levels. 3.9: Communicate Status. Collect, record and make available representations of the status of ICU/ARK Analytics, at the national and VISN/Facility levels, covering management, systems and use. VA Review of Drafts and Deliverables: The Government will have 10 calendar days to review each deliverable and draft and provide feedback and comments. The contractor shall have 3 business days to incorporate the Government's comments and make appropriate revisions. The contractor shall provide the revised version of each deliverable to the Task Order COTR and Project Manager. The COTR will review and determine final acceptance by the Government. The COTR will notify the contractor of final acceptance within five (5) calendar days. Deliverables Due Date: All deliverables from Task 1 to Task 3 will be due as follows: "Monthly updates with on-going changes. "Monthly updates for additional vendors. "Draft and complete plan covering current vendors following initial release. DeliverableFrequency and Content 1.1Plan and Direct Standards for Data, Releases and Configurations. Monthly updates. 1.2Plan and Oversee VISN Implementation, Configuration and Operation.Monthly updates. 1.3Plan VISN Life-Cycle Program Management. Monthly updates. 1.4Track, Report and Support Approval of Deployment.Monthly updates. 1.5Manage Review and Approval for Life-Cycle.Monthly updates. 1.6Manage Actions and Issues of Deployment.Monthly updates. 1.7Support Consolidation within VHA.Monthly updates. 1.8Program Management for Interoperation.Monthly updates. 2.1Perform Engineering for Integration.Monthly updates. 2.2Specify Configuration.Monthly updates. 2.3Specify Life-Cycle Technical Management. Monthly updates. 2.4Maintain Specifications for Approval Life-Cycle.Monthly updates. 2.5Manage Terminology and Data. Monthly updates. 2.6Specify Analytics Functionality.Monthly updates. 2.7Specify VISN Implementation and Operations. Monthly updates. 2.8Specify Support and Continuity for VISNs.Monthly updates. 2.9Support Standardized Data and External Interfaces. Monthly updates. 2.10Technical Management for Interoperation. Monthly updates. 3.1Facilitate CST Communications.Bi-weekly (once every 2 weeks) meetings, covering current program topics 3.2Facilitate CST Communication with VISNsBi-weekly (once every 2 weeks), covering current program topics 3.3Facilitate Communications for Review and ApprovalBi-weekly (once every 2 weeks), covering current program topics 3.4Facilitate Communications for Life-Cycle. Bi-weekly (once every 2 weeks), covering current program topics. 3.5Facilitate Communications with Domain-Specific GroupsBi-weekly (once every 2 weeks), covering current program topics. 3.6Facilitate Vendor Communications.Weekly meetings. 3.7Maintain Contacts and CommunicationsWeekly meetings. 3.8Manage Program Documentation. Weekly meetings. 3.9Communicate Status. Weekly meetings. Performance Work Statement Period of Performance (POP): one (1) year base with two (2), twelve 12 month Option Periods. Place of Performance: The Principle Place of Performance is at the at the Contractor's site. The contractor shall be required to perform services at the Government's site at 490 L'Enfant Plaza East, SW Washington, DC 20024-2135 to attend Government meetings and or present the deliverables in this SOW such as recommendations for approval, technical reports and other instances such as portfolio/program reviews and meetings. a) Provision of Facilities - The Contractor shall provide facilities required to support staff assigned to this contract including network connectivity, office space, furniture, personnel support accommodations, etc. The Contractor shall provide contract staff with end user computing equipment including common desktop computing software and hardware to perform the required services. The VA shall provide VA specific software such as Virtual Private Network and SharePoint access. The Contractor shall not transmit, store or otherwise maintain VA sensitive data or products in systems or media other than VA provided systems within the VA firewall. Travel and Per Diem: Occasional travel may be required. Travel costs will be included in the task order award as a separate, cost-reimbursable, "not to exceed" line item. The contractor must obtain written approval from the VA PM (or the designated back-up when the VA PM is out of the office) and the COTR before any travel begins, utilizing Attachment F, Travel Authorization Request. Travel and per diem expenses will be reimbursed on an actual expenditures basis in accordance with Federal Travel Regulations and FAR 31.205-46. Travel that occurs without written pre-approval will NOT be reimbursed. The contractor MUST use Attachment F for travel pre-approval. Other documents or e-mails will NOT be accepted as pre-approval. In order to be reimbursed for travel, the contractor shall submit supporting documentation as required by Federal Travel Regulations with invoices. Federal Travel Regulations require receipts for travel expenditures of $75.00 or more. Expenses for subsistence and lodging will reimbursed to the contractor only to the extent where an overnight stay is necessary and authorized by Federal Travel Regulations in effect at the time of the stay for the specific location. Local travel within a 50-mile radius from the contractor's facility is considered the cost of doing business and will not be reimbursed. This includes travel, subsistence, and associated labor charges for travel time. Travel performed for personal convenience and daily travel to and from work at the contractor's facility will not be reimbursed. Travel, subsistence and associated labor charges for travel time for travel beyond a 50-mile radius of the contractor's facility are authorized on a case-by-case basis and must be pre-approved by the PM and COTR. An estimation of travel requirements is listed below: Estimated Travel DestinationEstimated Number of TripsEstimated Length of StayEstimated number of persons required for Travel Medical Centers: Minneapolis, MN; Reston, VA124 days2 per trip A Quality Performance Goals and Metrics: VA Quality Standards and Performance Goals: Performance goals for satisfactory completion of task orders shall be measured by completion of the deliverables. Contractors shall comply with the following metrics: i.Completeness: 100% of the deliverables shall provide all necessary elements or parts for each requirement. In addition, Task 2 deliverables must be classifiable at the national level within the desired series and at the desired grade(s). ii.Accuracy: 100% of the deliverables will be of condition or quality of being true, correct, or exact; and free from error or defect. In addition, the deliverables for Tasks 2 and 3 will function as intended, resulting in documents which can either be acted upon by VHA staff (e.g. classifiable position descriptions) or form the basis for action by VHA staff (recommendations to HR leadership regarding transition of positions from Title 5 to Hybrid Title 38). The final products shall require minimal changes/corrections and shall not be resubmitted for approval due to quality issues more than once. iii.Timeliness: All deliverables will be provided by date specified in the deliverable schedule. iv.Communication: Communication with client/customers is professional. All products are to be independently produced with minimal disruption to existing staff and/or director. Vendor POCs shall provide responses to emails, voice messages, and other types of communications within 24 hours. III.Submittal Information: The following Information is requested in response to this RFI: -1) Name of your company with DUNS #, identify Business size of your company, (Small Business, Large Business, Disadvantaged Business, Service Disabled Veteran Owned, Veteran Owned, Woman Owned or HUBZone) -2) Identify if offered as open market commercial and or GSA Schedule provider, list Schedule number if applicable. -3) Capabilities/Qualifications - Provide the following information for each functional area in the "REQUIREMENTS" section above. Who are your frequent customers? Provide point of contact. PLEASE LIMIT YOUR DOCUMENT TO 10 TOTAL PAGES -4) Please include contact information, including the name of the point of contact, email address, and telephone number for your company -5) What is the normal length of a contract for the services described above? -6) What type of contract (Labor Hour, Time & Material, or Fixed Price)? -7) Do you perform the work on-site? Can it be provided off-site? -8) What kinds of performance incentives are used? -9) What kinds of performance assessment methods are commonly used? -10) What are the common qualifications of the people who are providing the services? It is requested that the above information be provided no later than Friday, April 27 at 11:00AM EST. Responses should be emailed to Joel Fada at joel.fada@va.gov. All email correspondence for this project must reference the RFI Number, Project Title in the subject line of the email. DISCLAIMER This notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this notice that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
 

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Document(s)

Attachment
 

File Name: VA701-12-I-0178 VA701-12-I-0178_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=323188&FileName=VA701-12-I-0178-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=323188&FileName=VA701-12-I-0178-000.docx

 

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Record

SN02722946-W 20120418/120416234824-8f7faf9d15ac285c94ead58b36585179 (fbodaily.com)
 

Source

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