DSS-LiveData PeriOp Manager Surgical Workflow Automation Solution in support of VISN 20, VA Puget Sound Healthcare System, Seattle, WA 98108-1532

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method. The intended contract is a firm-fixed price. The NAICS code for this requirement is 541519. There is no SBA non-manufacturer waiver. Any sole source or set asides for SDVOSBs or VOSBs will require vendors to complete the certificate with the applicable VAAR VA Notice of Limitations on Subcontracting clause in accordance with VAAR 819.7011. Full text of VAAR can be found via: https://www.va.gov/oal/library/vaar/. The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, is conducting market research to identify potential sources which can provide the following in support of the Veterans Health Administration, VA Northwest Health Network, Veterans Integrated Service Network (VISN) 20. VISN 20 is responsible for providing health care to Veterans in the states of Alaska, Washington, Oregon, most of the state of Idaho, and one county each in Montana and California. VISN 20 utilizes the DSS-LiveData PeriOp Manager system, a surgical workflow Automation solution. VISN 20 has a need for a one-year contract from a contractor capable of providing Surgical Workflow Solution System & supporting ancillary services, the associated installation and configuration services, as well as the incorporated staff training requirement as outlined within this Sources Sought Notice. This requirement will consist of a software/application solution, reporting capabilities, compatible server system and supporting software, display board workstations and the ability to interface and integrate with the existing systems-as defined in section B and must demonstrate the performance capabilities detailed throughout this document. Installation and support of the system is required at the VA Puget Sound Healthcare System, 1660 South Columbian Way, Seattle, WA 98108-1532. Contract Title. Puget Sound Healthcare System Surgical Workflow Automation System Background. The VA Northwest Health Network, Veterans Integrated Service Network (VISN) 20, is responsible for providing health care to Veterans in the states of Alaska, Washington, Oregon, most of the state of Idaho, and one county each in Montana and California. VISN 20 encompasses 135 counties which cover approximately 23% of the United States land mass; 17% of which are classified as health professional shortage areas. 67% of these same counties had a 2001 per capita income below $25,000. There are approximately 1.2 million Veterans living in the Pacific Northwest and Alaska, 18% of whom received VA services. The VISN 20 network of 8 health care facilities is comprised of 7 medical centers and 1 rehabilitation center. 3 of the health care facilities are 2-division campuses. These 11 health care sites support 36 Community Based Outpatient Clinics. VISN 20 utilizes the DSS-LiveData PeriOp Manager system, a surgical workflow Automation solution. It can interact with patients and family members, providing real time information on patient status and an overall improvement in customer care and experience. This solution automates surgical workflow and uses analytics to measure, analyze and deliver patient safety and operating room (OR) efficiency data. Additionally, this solution provides perioperative staff members and surgical team s awareness of patient, equipment, and operating room status throughout the course of patient care. Lastly, this solution facilitates surgical scheduling workflow by enabling clinical staff to plan for surgical cases, coordinating the patient s progress first surgical consultation to actual scheduled procedure. The system helps identify delays in getting patients through the perioperative process so that efficiencies and increased patient safety can be realized, to increase visibility into the surgical workflow by staff, patients, and family members and to optimize preparation for surgical cases to prevent delays or cancellations. As of April 2025, VISN 20 has the solution deployed and in use at the Boise VA Medical Center and Portland VA Medical Center and intends to install the solution at the Puget Sound Healthcare System. Scope. VA has a need for a contractor capable of providing the outlined Surgical Workflow Solution System & supporting ancillary services, the associated installation and configuration services, as well as the incorporated staff training requirement. This requirement will consist of a software/application solution, reporting capabilities, compatible server system and supporting software, display board workstations and the ability to interface and integrate with the existing systems-as defined in section B and must demonstrate the performance capabilities detailed throughout this document. Installation and support of the system is required at VA the Puget Sound Healthcare System. Item Information. ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT 0001 1.00 EA DSS PeriOp Annual Premium Maintenance and Technical Support Service, to include 24x7x365 support; includes two travels per facility LOCAL STOCK NUMBER: Periop-VA-PSUPP 0002 1.00 EA DSS ADHOC Premium Application Workflow Support - Remote, per facility annual fee. LOCAL STOCK NUMBER: DSS-PREMAPPSUPPORT-VAAF 0003 80.00 HR EMR Technical Installation Services Per Hour LOCAL STOCK NUMBER: EMRTEC 0004 218.00 HR EMR Training Per Hour: Onsite kickoff, pre-implementation visit, Remote overview session and Onsite Training and go live for both Manager and Planner LOCAL STOCK NUMBER: EMRTRN 0005 224.00 HR DSS Project Management, price per hour: Onsite Kick Off Visit, Implementation and workflow assesment, Configurationof User Interfaces, System Interfaces, Server Monitorting Interfaces, System Testing, UAT in VistA for Manager and Planner including Set Up/Planning. LOCAL STOCK NUMBER: PROJ-MGMNT 0006 30.00 HR Customer Workflow/ Support Engagements per hour: Onsite Kick off, Pre-Implementation visit, and post go live analytics training LOCAL STOCK NUMBER: DSS-CSA-CWSE 0007 26.00 EA Ergotron SIM90 Signage INT Mount for Monitor and PC LOCAL STOCK NUMBER: 60-600-009 0008 26.00 EA HP Elite Mini 800 G9 Desktop PC,Intel Core i7-13700T (1.40 GHz, up to 4.90 GHz, 16cores - 13th Generation) with Intel UHD Graphics 770,256GB M.2 PCIe NVMe 2280Value 3X4 SSD,16GB 4800MHz DDR5 (1X16GB) SODIMM,USB,Wired USBStandard 320K,Intel Wi-Fi 6E AX 0009 20.00 EA DSS LiveData OR-Dashboard Active Time Out Clicker, Per Each 0010 26.00 EA 6' Displayport to HDMI cable. Connect the displayport output of a computer to the HDMI input of a HDTV or Projector. 0011 5.00 EA 55" Commercial 4K UHD Display, 500 NIT LOCAL STOCK NUMBER: QM55C 0012 17.00 EA 50" Commercial 4K UHD Display, 500 NIT LOCAL STOCK NUMBER: QM50C 0013 4.00 EA 43" Commercial 4K UHD Display, 500 NIT LOCAL STOCK NUMBER: QM43C 0014 4.00 EA 5yr Fast Track warranty for 40-45" monitors, next business day exchange LOCAL STOCK NUMBER: P-LM-2N1X40A 0015 17.00 EA 5yr Fast Track warranty for 46-51" monitors, next business day exchange LOCAL STOCK NUMBER: P-LM-2N1X46A 0016 5.00 EA 5yr Fast Track warranty for 52-65" monitors, next business day exchange 0017 26.00 EA 6 ft. Cable with USB A to B connectors for PC to Simplex PS-667- AS scanner connection LOCAL STOCK NUMBER: 54326 0018 10.00 EA 3' Black USB A Male to A Female Extension Cable for clicker port LOCAL STOCK NUMBER: 52106 0019 26.00 EA 6' Displayport to HDMI cable. Connect the displayport output of a computer to the HDMI input of a HDTV or Projector. LOCAL STOCK NUMBER: 54326 0020 26.00 EA HP 5Yr Next Business Day w/disk retention DT Only Svc desktop LOCAL STOCK NUMBER: UE334E 0021 420.00 HR Senior Level Installation Specialist of DSS Product to include Hardware and Software, per hour LOCAL STOCK NUMBER: DSS-CONTR-INST 0022 14.00 HR Travel Per Diem Expenses, if applicable. Estimated per person per week. Actual expenses to be billed according to government regulations. Period of Performance. The period of performance shall be 1, 12-month period as stated in Table 1. Follow on licensure and support shall be incorporated into VISN 20 s existing support contract: Table 1: Period of Performance Base Year 30 September 2025 29 September 2026 Place of Performance. Contract performance shall take place at the contractor s location(s) and at the VISN 20 location shown in Table 2. Table 2: VISN 20 Locations Facility (VAMC/HCS) Address Seattle VA Medical Center 1660 South Columbian Way Seattle, WA 98108-1597 Minimum Technical Requirements. The following technical specification requirements are set forth for the Surgical Workflow Solution: Application Requirements: Collect procedure specific data (start/stop times, anesthesia times, room open/room closed, first case starts, turnaround time, OR utilization, OR block time, overtime, out of block utilization, surgeon/anesthesia arrival time). Collect data from the OR, e.g. "Time Out ". Collect data required by the Surgical Complication Improvement Project (SCIP) and VA's National Surgical Quality Improvement Project (VASQIP). Data will be collected by the system but then reported by VA into SCIP and VASQIP. Example data includes Prophylactic antibiotic received within 1 hour prior to surgical incision and Prophylactic antibiotic selection for surgical patients. Display overall information on the perioperative process and progress of the patient through the processing the OR on multiple screens (OR desk, SPS, patient s family waiting room, Chief of Surgery's office, OR nurse manager's office, Surgery suite, etc.) and for multiple audiences to maintain privacy requirements when/where necessary. Have the ability to schedule patients for surgery. Have the ability for bi-directional integration with VistA. Have a schedule board view and allow for drag and drop to reschedule patients on any day of surgery. Have an appointment book view that can display if a given surgery schedule block is at capacity or not. Have a means to allocate and track surgery services scheduling block by day of the week and by operating room. Have a means to edit master block schedule to maximize utilization of operating rooms. Have the ability to create a surgery case by entering in specific patient, procedure, staff and operating room data. Have a means to create surgical patients pre-operative work up and track its completion. Anonymize patient information and align with HIPAA regulations. Reports Requirements: Include a report generator to document: Pre-operative events. Total time to complete Pre-Op prep/checklist process Total length of stay in Pre-Op ii. Order in which the Pre-Op prep/checklist was completed iii. Time to complete each Pre-Op Checklist item iv. Time Patient occupied Pre-Op bed/bay after Pre-Op checklist was completed Operating room events. Time into OR / Time out of OR Total Anesthesia time (Induction to time out of OR) ii. Operative Time (Incision time to close time) iii. Turnover time iv. OR Block Utilization by Surgeon (Percentage of OR time utilized as compared to OR time allocated/blocked for a given surgeon) v. OR Block Utilization by Service (Ortho, Uro, General, etc...) Time out procedure time (Time safety checklist is started to time safety checklist has been completed) Schedule events. Total number of ORs anticipated and actually running at 3pm, 5pm, 7pm, 9pm, and 11pm each day ii. Total number of patients on the surgery waiting list at 9am, 12pm, 3pm, 6pm 2. Generate/create ad-hoc user reports are preferred but not required. The ad-hoc reports would use the measures listed above but be customizable by the facilities. No additional measures, other than those listed above are required to be included in the ad-hoc reports. If ad-hoc reports are not available, then the raw data must be provided to VISN 20. Interface Requirements: Veterans Information Systems and Technology Architecture (VistA) Surgery Package - Solution shall supply all VA defined required data elements to VistA Surgery at defined trigger points in the Surgery Scheduling and tracking process; VistA Surgery will continue to supply data to other VistA modules per current processes. VistA Integration Accepts and filters information from VistA to allow views of VistA data elements i.e. labs, ADT. Proposed solution shall have an HL7 interface capable of accepting patient demographic information (ADT) and order (ORM) messages received from the VistA scheduling package. These data elements should be provided in real time and updated automatically. VistA Imaging / Text Integration Utilities (TIU) - Receives images and stores them for display to VistA users. Solution shall supply TIU using existing HL7/VistA Imaging interface and specific note titles. Anesthesia Record Keeping (ARK) Drager Innovian. Proposed solution shall receive Anesthesia related information from ARK and ARK will receive Surgery Schedule information from the proposed solution. Patient monitors Proposed solution shall receive vital signs related information from the patient monitors located in the operating rooms at each of the sites in VISN A. VISN 20 currently has the following Patient monitor equipment at the facilities (see Table 3). Table 3: Patient Monitors model Facility Current Patient Monitor Equipment Seattle VA Medical Center Philips Intellivue MX800 Server Requirements: 1. Provide any physical server hardware, OS, and database licenses (such as SQL) required interface to VistA/CPRS for each facility A. OS shall be a currently supported OS and shall not be prior to Windows Server 2019 2. Describe whether the system can integrate with Active Directory or LDAP 3. Provide details regarding whether the database can be encrypted 4. Provide details regarding whether it is possible to segregate the application from the database 5. Provide details on the specific database version utilized Display Board Workstation Requirements: 1. Provide computer and associated software licenses in the specified quantities A. Have an OS shall be a currently supported OaS and shall not be prior to Windows 11 B. Provide one-year warranty coverage for physical hardware 2. Commercial grade monitor 3. Have display mounting brackets and associated cables. Table 4 contains a breakdown of display board workstation required by each location Table 4: Display workstations quantity Facility Surgical Suites Pre-OP Post Op/ PACU Patient Waiting Rooms SPS Anesthiesia Work Rooms Nurse Desk Seattle VA Medical Center 10 4 4 2 2 2 2 Storage Requirement: Provide capability of storing acquired reports for 5 years, based on the average volume listed in Table 5. Table 5: Average annual study volume Facility Average Annual Study Volume Seattle VA Medical Center 10,000 Installation and Configuration Requirements: The Installation shall consist of the following: The selected contractor shall conduct site surveys of each of the designated locations within thirty (30) days following contract modification award. Each site survey shall include all electrical and IT cable drops necessary. A technical plan for each site shall be submitted within five (5) business days after all surveys have been completed. Complete installation of each display: Mounting of monitor and associated PC Any necessary Data line pulls Any necessary electrical work required to power monitor and associated PC The Configuration shall consist of: Interface testing, with the following documentation: KIDS builds for VistA Interfaces Patch descriptions Test scripts Installation guides Implementation and back out plans Pre-operative events display information configuration requirements: Work with the VHA clinical staff to document pre-operative milestones and process flow for each of the milestones. Map VistA/CPRS data elements to pre-operative milestones and document milestone completion criteria. 3. Document criteria for marking a patient ready for transport to Operating Room for planned surgical procedure. Setup alert conditions and appropriate notification mechanism. Setup access control for access to Pre-Op milestone completion web forms. Identify locations where read-only Pre-Op dashboard displayed for use by perioperative staff. Operating Room events display information configuration requirements: Work with the VHA clinical staff to document clinical process flow Verify mapping of VistA/CPRS data elements to display board. Verify mapping of Anesthesia data elements to display board. Configure display board to accept data from physiological monitors (listed in Table 3) Configure site-specific checklists. Scheduling events display information configuration requirements: Work with hospital s perioperative staff to configure site-specific color key Identify locations where read only OR-Schedule dashboard will be displayed for use by perioperative staff Define dashboard configuration for each of the locations. Define access control list for users who can modify the day of surgery schedule Define application URL and mechanism to deploy URL for use by authorized users Family Waiting display information configuration requirements: Work with hospitals perioperative staff to configure Identify locations where display monitor will be located for use by patients loved ones. Define display monitor configuration for each of the locations. Analytics Package configuration requirements: Configure predefined reports Configure analytic cube to host data for above reports Define access control list for users who can access these reports Define application deployment method for authorized users Training Requirements: Go-live/Initial Training Clinical applications training for super-users, nurses, physicians, and other clinical staff shall be provided onsite during go-live for at least the specified number of 8-hour days for each site as listed below Training shall be provided on the user interface, application, and its features Training shall provide super-users and end-users with the capability of being self-sufficient in operating the system by the end of the training session Follow-up/Refresher Training Clinical applications training shall be provided after clinical users have had hands-on experience with the system - between 3-9 months following go-live for at least the specified number of 8-hour days for each site as listed below: Table 6: Training requirements Facility Go-Live (Days) Follow-up (Days) Seattle VA Medical Center 8 8 Provide quick notes or reference guides during on-site training for each site Technical Training: Provide technical training for maintenance and service for technical personnel at each site/regional OIT personnel. Training should at minimum address the following topics: Commissioning and preventative maintenance Troubleshooting Server maintenance and backup procedures Provide technical training for configuration of each interface Provide technical training for configuration of each type of display Provide details as to whether this training will be provided onsite or remotely Warranty Requirements: The Offeror shall specify the warranty period for all software and hardware provide to the VA by the Offeror. The Offeror shall provide, at no additional charge, any and all equipment service programs, such as remote diagnostics and equipment replacement, during the warranty period. The Offeror shall provide post-warranty remote diagnostic service and replacement equipment program as an Add Option with their proposal. Updates, Upgrades and Technical Support Requirements: The Contractor shall ensure that all software, hardware and servers are the most recently designed components which are announced for marketing purposes available. If updates and/or upgrades of the software, hardware or servers become available after award of this firm fixed price DOWO, or subsequent DOWO Order, the Contractor shall submit the upgrades to the Contracting Officer for consideration and, if approved, substitute them for the awarded items. The Contractor shall provide the Contracting Officer the following information: A list of specific awarded items to be updated (with changes proposed); Product literature for the new items and a detailed description of the differences between the awarded items and the new items, and a specific analysis of the comparative advantages/disadvantages of the items involved. Differences between the awarded items and the new items, and a specific analysis of the comparative advantages/disadvantages of the items involved. The Offeror shall provide 24/7/365 technical support over the phone to the facilities The Offeror shall provide, one (1) electronic version (CD) of operator manual, service manual, troubleshooting guides and parts lists for each piece of equipment purchased to the Contracting Officer s Representative (COR) with delivery of equipment for each of VISN 20 s VA hospitals. Additionally, any upgrades to these documents shall be provided by the Offeror. These manuals will include all components and subassemblies, including those not manufactured by the Offeror. These manuals and documentation shall be identical to the ones supplied to the manufacturer s service representatives and shall contain the diagnostic codes, commands, and passwords used in maintenance, repair and calibration of the equipment. Hours of Coverage & Federal Holidays. Maintenance Service will be provided 24 hours a day, 7 days a week (see MTR 6.J). Installation services shall be conducted Monday through Friday, excluding federal holidays, unless after hours go-live is requested by the COR. The contractor shall contact the POC or his/her designee prior to commencing any work on the premises. Federal Holidays are: New Years' Day Martin Luther King Day Presidents' Day Memorial Day Independence Day Labor Day Columbus Day Veterans' Day Thanksgiving Day Christmas Day Juneteenth Security Requirements. All contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information or access to VA facilities. The background investigation includes the following requirements: 1) Completed documentation 2) Fingerprints 3) Completion of OPM s e-QIP Questionnaire. The Contractor is required to fulfill all the security requirements. The Contractor, upon completion of fingerprinting, and an initial suitability determination, may be authorized tentative access to start the performance period of the contract, but only on condition of completion of all security requirements. This requirement is applicable to all subcontractor personnel requiring the same access. See Appendix A for a full list of security requirements. Potential candidates having the capabilities necessary to provide the above stated supplies at a fair and reasonable price are invited to respond to this Sources Sought Notice via e-mail to Jennifer Robles at jennifer.robles1@va.gov no later than May 22, 2024, 3PM, Mountain Time. No telephone inquiries will be accepted. RESPONSES SHOULD INCLUDE THE FOLLOWING INFORMATION: Company name, address, SAM UEI, and business size; point of contact name, phone number, and e-mail address; whether services are presently offered on a current GSA Federal Supply Schedule contract, NASA SEWP or any other Federal contract. NAICS Code 541519, 150 employees, is applicable to determine business size standard. Any questions or concerns may also be directed via email to Jennifer Robles at jennifer.robles1@va.gov. Disclaimer and Important Notes: This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time.