AWARD
59 -- Dynamic Clinical Systems electronic clinical management system and services
- Notice Date
- 10/5/2009
- Notice Type
- Award Notice
- NAICS
- 541511
— Custom Computer Programming Services
- Contracting Office
- Department of Veterans Affairs;VAMC White River Junction;215 North Main Street;White River Junction VT 05009
- ZIP Code
- 05009
- Solicitation Number
- VA-241-09-RP-0322
- Archive Date
- 10/8/2009
- Point of Contact
- See Contracting Office AddressAttn: Woodrow Cossey
- E-Mail Address
-
contract specialist
(woodrow.cossey@va.gov)
- Small Business Set-Aside
- N/A
- Award Number
- VA241-P-1318
- Award Date
- 9/8/2009
- Awardee
- DYNAMIC CLINICAL SYSTEMS, INC.;5 WYETH RD;HANOVER;NH;037552301
- Award Amount
- 12,000.00
- Description
- Pursuant to FAR 6-303 and 6-304, and under the below stated circumstances and the authority of FAR 6.302-1 (only one responsible source in the geographic area of the needed services and no other services will satisfy VA requirements), this Justification and Approval for other than full and open competition is approved for the following reasons: 1. The agency and contracting activity are the Department of Veterans Affairs and VA Medical Center, 21 North Main Street, White River Junction, VT 05009. 2.The action to be justified is the award of a contract under other than full and open competition to XXXXXXXX (Contractor), for the period September 27, 2009 through September 26, 2010, with four one-year options to renew. Contractor is a small business concern. 3. The services required will allow the VA's Mental Health and Behavioral Science Service to utilize the service of Contractor to provide to this facility's Primary Mental Health Care (PMHC) Clinic, its proprietary ZZZZZZ System ("ZZS"), which is an electronic clinical information management system and services to collect, manage, analyze, and report selected PMHC clinical patient information. This is a follow-on contract for these services and the ZZS, as Contractor and the VA had a contract for the period September 27, 2004, through September 29, 2009, for these identical services, as more fully described below. Specifically, the Contractor and its ZZS: a. Provide for the collection, analysis, reporting, tracking, and sharing of patient self-reported health status data; b. Provide for patient self-reported data entry via wireless, Web-based touchpad devices with simple, large, one question per page format that will include scroll-over help and answer validation, ability to backup and change an answer, with multiple question type formats such as "radio buttons", checklists, numeric entry and calendar date selection; c. Provide for a flexible patient survey group setup that may include validated general health surveys, validated specialty-specific surveys, and custom questions, such as a satisfaction survey; d. Provide for conditional patient surveys that are built for individual patients based on patient-based parameters or branching logic; e. Provide for the ability to schedule follow-up surveys without the patient needing to have a specific appointment; f.Provide immediately-available summaries of longitudinal patient data, including graphical format; g.Provide automatic, pre-set follow-up reminders to clinicians; h.Provide for the ability to designate and identify discrete and multiple episodes of care; i.Provide data management and analysis including aggregate level, de-identified patient outcomes according to various parameters; j.Support clinical administration system access from clinician, clinical administrator, or system administrator role; k.Provide proven technology architecture; l.Provide integration with the VA clinical record and selected systems that is compliant with all VA and HIPAA requirements; m.Provide hands-on clinical process design and training to identified PMHC clinicians; n.Provide in-person, telephonic, Email and Web-based support services in a timely manner. The ZZS is able to accommodate 25 clinical users at one location and provide data for an unlimited number of patients. The database will be continuously available to VA for VA's analysis and reporting needs. Installation and launch of the ISS will include the following surveys: patient surveys PHQ-9 (depression); GAD-7 (anxiety); PCL-M / PCL-C (PTSD); and SF-12v2 (general health). Also included in the System are administrative requirements, consisting of user setup, system settings, survey tracking and training in System use and operation and standard comparative aggregate reports. During the term of the contract, Contractor will provide regular upgrades and enhancements, and e-mail and web-based customer support, without additional charge. The estimated value of these services for the base year of the contract is $12,000 and for all five years (including four option years) of the contract $60,000. 4. The statutory authority is 10 USC 253(c)(1). 5. Based on communications with Contractor and the VA's Mental Health and Behavioral Science Service, and review of relevant documentation and facts, Contractor is uniquely qualified by virtue of experience, personnel, geographic location, and the successful provision of the requested services over the last five years under a previous contract with this facility to provide the requested services, because: Contractor has developed a proprietary software package that is in place in multiple healthcare institutions nationally which meets each of the requirements set forth above in paragraph 3. It has been the only one used in the VA system and has been developed expressly for that purpose. There is a steep learning curve in order to implement such a system within VA because of the VA's many IT security requirements; the ability to integrate the system into VA's clinical record; and the necessity of meeting the specifications of paragraph 3, above. The Contractor's ZZS system has been utilized by this facility and has proven its ability reliably over a five-year period to meet this facility's clinical, operational, and IT security needs - at what has been shown to be a below-market price. It would simply not be possible for another vendor to meet these needs without the VA incurring a disruption of this Medical Center's clinical services as it struggled with the inevitable groundwork that would be required to put a different system in place. And, indeed, this Medical Center has been told by multiple VAMCs nationally, that they have never seen such a system in any place except here. In addition, DCS is located locally and can provide on-site personal training and support on literally a moment's notice, as it has over the last five years. This Contractor's system offers several features that are not currently available in any other commercial or VA product; specifically: a. Graphic representation of current data. b.Single question at a time administration for clarity and ease of patient entry. c.Immediate graphic representation of all past data for easy tracking. d.Flexibility to incorporate any assessment instrument on short notice. e."Smart" technology that automates the testing to administer only those tests that were abnormal on previous administrations, avoiding unnecessary repetition and shortening the burden on the patient. The Contractor's system was developed over a six year period at a cost of several million dollars. 6.Notice was published in Federal Business Opportunity Systems on July 13, 2009; responses were received from five parties. However, none of them offered a specific, currently available product or service but indicated that they would be interested in working with the VA to develop a product and/or service that satisfied the requirements set forth in paragraph 3, above; therefore, using their services would require significant development time and substantial additional costs, unlike using the services of the present Contractor as described in paragraph 5 above. In addition, none of these parties indicated they had any experience with mental health providers; all were physically located at geographically distant sites and thus not able to readily and inexpensively visit this facility to provide services; and none satisfied the abilities demonstrated by the Contractor as set forth in paragraph 4, above. 7.The anticipated cost to the Government is fair and reasonable, by virtue of the fact that the amounts payable under the proposed contract are for the same amounts as were paid in the original contract which expired on September 27, 2009. In addition, any other contract would require the added time and expense to develop a system which could be used by the VA, rather than continuing with the current system (see paragraph 5). 8.Market research shows that no other system is currently available which would satisfy the VA's needs set forth in paragraph 4 (see paragraphs 3 and 5. 9.The following additional facts support use of other than full and open competition: None. 10.The following additional sources expressed an interest in writing in the acquisition: No additional responsive or timely information was received beyond that described above in paragraph 6. 11.Other actions that may be taken to overcome any barriers to competition in the future: None presently anticipated.
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- Record
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