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Draft Statement of Work For Logistics and Prosthetics GUI OverlayBACKGROUNDThe Veterans Health Administration (VHA) of Veterans Affairs (VA) has currently deployed the Document Storage Systems, Inc. (DSS) Above PAR (APAR), Advanced Prosthetics Acquisition Tool (APAT), and enterprise reporting, dashboards, and data integration software packages to provide a logistics and prosthetics Graphical User Interface (GUI) overlay to Veterans Information Systems and Technology Architecture (VistA) users at VA Medical Centers (VAMC). These software packages provide a tiered control implementation of standardized national, Veteran Integrated Service Network (VISN), and VAMC business rules, controls, data management and standardization to perform the functions relating to VistA’s General Inventory Package (GIP), Automated Engineering Management System/Medical Equipment Reporting System (AEMS/MERS), Prosthetics Inventory Package (PIP), Prosthetics and Sensory Aids Services (PSAS), and provides enterprise reporting and data integration services. These software packages also require Regional Office of Information & Technologies (OI&T) Commercial-Off-The-Shelf (COTS) Service Line approval to be installed and interface with VistA at VAMCs as identified by the VHA based upon individual site requirements. Currently thirteen VAMCs have the site approval and are using the DSS’s APAR or APAT software package. The near term goal is to implement the software packages to all VAMCs nationally and all associated services as described below. VA does not possess the source code to the APAR, APAT, and enterprise reporting, dashboards, and data integration software packages. VA currently acquires perpetual licenses to use the APAR and APAT software package. Due to urgency of need as identified in the VA Choice Act Section 201 Assessment and multiple GAO/OIG audits; any available software solution to be proposed must be a currently available, and the software solution must interface with VistA’s application modules as indicated below. SCOPE OF WORKThe Contractor shall provide the APAR, APAT, and enterprise reporting, dashboards, and data integration software packages or propose an equivalent solution with associated licenses and maintenance. The number of licenses required will be approximately 141 to cover all the VAMCs nationally. These licenses shall entitle VA users to use the software package at approximately 63 large, 47 medium and 31 small size facilities. The Contractor can propose the same or equivalent software package, perpetual licenses and annual maintenance to cover labor, travel, and expenses for initial installation, training, maintenance, software enhancements, and required system fixes. Additionally, the Contractor shall provide remote support on the VistA GUI and all updates and upgrades during the contract period.PERIOD OF PERFORMANCEThe Period of Performance for this effort shall be a base period of 12 months after contract award, with up to four 12 months option periods. The option periods will be exercise at the discretion of the Government. There are 10 Federal holidays set by law (USC Title 5 Section 6103) that VA follows:Under current definitions, four are set by date:New Year's DayJanuary 1Independence DayJuly 4Veterans DayNovember 11Christmas DayDecember 25If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.The other six are set by a day of the week and month:Martin Luther King's BirthdayThird Monday in JanuaryWashington's BirthdayThird Monday in FebruaryMemorial DayLast Monday in MayLabor DayFirst Monday in SeptemberColumbus DaySecond Monday in OctoberThanksgivingFourth Thursday in November REQUIREMENTSSoftwareThe Software shall provide a GUI interface to VistA existing IFCAP/GIP, AEMS/MERS, PIP, and PSAS software packages that provides a tiered control implementation of standardized national, VISN, and VAMC business rules, controls, and data management and standardization to perform the following functions at a minimum:Work Order Entry, Audit, Tracking, & ReportingEnter work orderAssign work orderDocument a work order, including attachment of filesClose a work orderEdit a work order, open or closedAudit work order fieldsLimit access to certain work order fields based on system userRequire certain fieldsView purchase ordersEquipment Inventory Entry, Audit, Tracking, & ReportingEnter an new equipment recordEdit equipment recordsAudit equipment fieldsLimit access to fields based on userRequire certain fieldsGenerate incoming inspection work order from equipment recordGenerate turn-in requestsApprove turn-in requests and disposition equipmentView purchase ordersGenerate Fixed Asset Package (FAP) documents for equipmentEnter multiple equipment itemsInventory Package Entry, Audit, Tracking, & ReportingView inventory point informationProvide stock status informationReceive supplies into an inventory pointView purchase order informationProsthetic Software PackageCreate quotes (referred to as 10-90) (with fax cover sheets) Multiple quotes for an item can be created at the same time to different vendors providing time savings.Quotes are retained in the system for easy retrieval if they need to be re-sent to vendors.Consult information can be easily copied/pasted into the Fax cover sheet, reducing manual data entry.All 10-90 information is displayed and saved with VistA.Create new Purchase Card Orders and integrate with historic purchase orders in VistAAllows PO to be easily re-sent to vendor if needed.Consult information can be easily copied/pasted into the purchase order if needed (i.e. optometry orders)VistA integration to all appropriate packages (VistA Prosthetics Package to include posting to the Record of Prosthetic Appliance and Repair (VAF-2319), Computerized Patient Record System (CPRS) Consult/Request Tracking, IFCAP, and National Prosthetic Patient Database (NPPD)).Enforce/Alert to mandatory data fields when creating purchase orders or stock issues.Scan and index all other paperwork collected by the purchasing agents. All documentation is stored in a document library for future retrieval. This includes electronic images, such as pictures required for Home Improvement and Structural Alteration Program (HISA). Each VA can define what types of documents they want to store such as paperwork for Clothing Allowances, HISA documents (including pictures), Automobile Adaptive Equipment (AAE) documents, Packing Slips, invoices and quotes.Index documents based on Patient, Vendor, or Purchase Order and allow easy retrieval of dataRetains all images in the document library until VA chooses to manually delete them. This provides savings on storage space and potential off-site costsBid and purchase order information can be sent to a fax server program utilized by VA (currently STREEM).Manage the Orthotic Laboratory Work orders (OWL). The GUI allows for easy creation of OWL’s as well as editing existing ones. This allows users to manage these functions all in the same placeDuplicate Appliance Transaction (DAT) Tracker feature allows Procurement Agents to view VAF-2319 information from multiple VA medical centers within the current business workflow to prevent fraud, waste and abuse. VAF-2319 data is transmitted from each VistA instance to a centralized database using Health Level Seven (HL7) interface engine. The centralized data is then accessible by the local applications and will eventually be available for national reportingAll VistA Prosthetics GUI functions can be performed including VistA GUI reportsExtract feature to send Prosthetics encounter information to Encoder Product Suite application used by the VA Health Information Management Systems (HIMS) and Chief Business Office (CBO) for coding and billing. This will help ensure all encounters are appropriately entered into the revenue cycle streamCreate Detailed PO to order Prosthetics Stock inventory (that will be managed in GIP)Create Stock Issue to Veteran patient of Prosthetics itemPSAS Reporting to include:Provides standardized and Ad Hoc reports.All fields in the purchase order are catalogued for reporting. For example, serial number can be queried in an ad hoc report for recalls if needed.Production workload reporting is easily generated in summary or detail formatReporting on number of quotes and purchase orders generatedAd hoc reporting capabilities allow users to define the type of data needed (i.e. any field that exists on the purchase order)All reports can be exported to ExcelEnterprise Reporting and Data Integration ServiceReal-time, bi-directional data & services that support:Tiered (VHA, VISN, & VAMC) data managementTiered (VHA, VISN, & VAMC) standard and Ad Hoc reportingTiered (VHA, VISN, & VAMC) Dashboards & MetricsAccesses VAMC IFCAP, GIP, AEMS/MERS, PIP, and PSAS package dataExchanges data seamlessly across VAMCs, VISN, and National OfficesImplements & enforces standardized National business rules for data entry, data edit, required data fields, and data reference tables as identified by the National VHA Program Office and the Contracting Officer’s Representative (COR)Provides compliance monitoring and reportingReports & Data are exportable to multiple formats for analysis and data manipulation (Excel, XML, CSV, PDF, HTML, TIFF, Word?)LicensesApproximately 141 software licenses to be distributed nationally.ServicesThe maintenance support services provided under this effort shall meet the following: Hours of Coverage at each VAMC: Routine Coverage: Monday through Friday, 7:00AM to 5:00PM local time as appropriate for each facility, excluding locally observed holidays. Critical Coverage: 7-days per week; 24 hours per day. Critical issues are urgent incidents or a catastrophic incident of an operating environment where production systems are severely impacted, down or not functioning or an issue which may impact patient care or patient safety.All labor, time, materials, travel, and expenses shall be covered for:Web-enabled Help Desk support & services to report, track, remedy, and escalate (if necessary) work ticket requests shall be included.Maintenance and software fixes/repair of the system shall be included.Updates, upgrades, and functionality enhancements shall be included.Deployment, installation, training shall be included including both onsite and offsite requirements to ensure software is installed, tested, operational and that users are trained in the capabilities and operation of the software .At a minimum: As directed with the COR, execute the fielding plan.Conduct meetings to synchronize approved fielding plan and schedule with each facility to include Information Technology (IT).Deploy required fielding team to support installation and training at each facility.Install and validate that all software packages are working correctly on the system.Conduct on-site user training. Test and evaluate users understanding of the software capabilities and functions. Retrain as required.Provide train the trainer materials on all software functions to each site before the fielding team departs.Provide training and notifications to the facilities as changes and updates to the software occurs throughout the life of the contract.Provide Help Desk and Customer service support when requested.Guaranteed Uptime: This plan includes a guarantee of 98% uptime excluding downtime caused by VA system or hardware failures. Updates and functionality enhancements: The Contractor shall provide system engineering changes, updates, and functionality enhancements coordinated through the National Program Office and COR.Services and parts not covered by contract: The Contracting Officer (CO) authorization for any work or parts outside the scope of this contract must be received prior to performance of work or payment will not be authorized. Qualifications: Contractor shall have an approved National Business Associates Agreement (BAA).Contractor shall adhere to all Information Security requirements as outline in VA Directive 6500. All servicing personnel shall be required to get background investigations.National Coordination, Tracking, and Approval: The contractor will coordinate with the VHA National Program Office/COR for recording and track all changes, enhancements, and service support. Non-critical enhancements and/or non-critical system changes requests from VAMCs & VISNs will be accepted and approved by the VHA National Program Office/COR for approval. Check-in and Identification: The contractor's representative will report to VHA Program Office/ COR and appropriate VAMC Single Point of Contact before the start of any work.Documentation Requirements: Electronic Service field reports shall be provided to the VAMC, VISN, and VHA program office/COR after the completion of each service call. ................
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