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FBO DAILY - FEDBIZOPPS ISSUE OF JUNE 09, 2017 FBO #5677
DOCUMENT

D -- Sources Sought for VERA Analyzer solution Software for NCO 21 (6 facilities) - Attachment

Notice Date

6/7/2017
 

Notice Type

Attachment
 

NAICS

541519 — Other Computer Related Services
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 21;VA Southern Nevada Healthcare System;6900 N. Pecos Road, Building 6;North Las Vegas NV 89086
 

ZIP Code

89086
 

Solicitation Number

VA26117Q0656
 

Response Due

6/14/2017
 

Archive Date

7/14/2017
 

Point of Contact

Trong V Nguyen
 

E-Mail Address

1-9000
 

Small Business Set-Aside

N/A
 

Description

Please return this sources sought information if you are interested and capable of performing the requirement to trong.nguyen@va.gov by 12 pm PDT, June 14, 2017. SOURCES SOUGHT SYNOPSIS ONLY Clintegrity 360 VERA Analyzer software for NCO 21 This is a sources sought announcement ONLY and is NOT a request for proposals or quotes. This notice is neither a request for competitive proposal or solicitation of offerors. This notice is to assist the VA in determining sources, reviewing commercial terms and conditions and ensuring a best value to the Government. The attached Statement of Work is draft format and utilized for market research purposes only and seeking possible contractors that can perform the requirement. The purpose of this request is to gain knowledge of potential qualified sources and their size classification (hubzone, 8(a), small, small disadvantage, service disabled veteran owned small business, or large business) relative to NACIS 541519. Size standard is currently $27.5 Million. The Department of Veterans Affair, Network Contracting Office 21, is seeking sources for a potential contract for Clintegrity 360 and VERA Analyzer software for NCO 21 (6 facilities) In response to this announcement, please provide the information below: Company Name: DUNS Number: Address: Contact Name: Phone No: Email: Business size information Select all that applies: o Small Business o Emerging Small Business o Small Disadvantaged Business o Certified under Section 8(a) of the Small Business Act o HubZone o Woman Owned o Certified Service-Disabled Veteran Owned Small Business (registered in VetBiz.gov) o Veteran Owned Small Business (registered in VetBiz.gov) FSS/ GSA Contract Holder Yes No FSS/ GSA Contract Number Effective Date / Expiration Date Please indicate if you would utilize a subcontractor in performing the requirement and supply the information below. Yes No The results of this market research will assist in the determination if a set-aside is in the best interest. Please complete this information for EACH sub-contractor. What duties will they perform under this requirement? What percentage of the contract requirement will they perform? Company Name: DUNS Number: Address: Contact Name: Phone No: Email: Business size information Select all that applies: o Small Business o Emerging Small Business o Small Disadvantaged Business o Certified under Section 8(a) of the Small Business Act o HubZone o Woman Owned o Certified Service-Disabled Veteran Owned Small Business (registered in VetBiz.gov) o Veteran Owned Small Business (registered in VetBiz.gov) If a solicitation is issued it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from this response. Responses to this sources sought is not a request to be added to a prospective bidders list or to receive a copy of the solicitation. Information received as a result of this notice will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. This notice does not represent a commitment by the Government to pay for costs incurred in the preparation and submission of information or any other costs incurred as a response to this announcement. Please return this sources sought information if you are interested and capable of performing the requirement to trong.nguyen@va.gov by 12 pm PDT, June 14, 2017. DRAFT SOW A. GENERAL INFORMATION 1. Title of Project: Clintegrity 360/VERA Analyzer Review 2. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified. The purpose of this project is to maximize the VA Sierra Pacific Network VERA allocation by improving clinical documentation in the patient records. This will be accomplished by installing the Clintegrity 360 | VERA Analyzer to assist with a monthly audit process for inpatient records. Following training on the solution, user(s) will be able to import Allocation Resource Center (ARC) patient data, run the Audit Detail report to create a list of inpatients for audit monthly, track audited records and any changes made to impact VERA, and report impact using the Impact Report. 3. Background: The VERA model provides over 90% of the medical center s funding to serve the Veterans. It is currently believed that VA Sierra Pacific Network is not documenting the patient records in a way that consistently, ethically, and accurately makes the most of the VERA funding allocation model. In past years, VA Sierra Pacific Network examined patient workload in an ad hoc way, identifying various records that were under coded or lacked documentation to support a higher allocation rate. VA Sierra Pacific Network established a VERA revenue unit that reviews patient documentation and classification and analyzes its effect in the VERA model. Utilizing this solution will provide the VERA unit with tools to operate more efficiently. The training provided will help VERA staff to gather information to train providers improve patient documentation at the source of entry and help them to understand how they get paid, since the business model for healthcare in the VA is very different than that of the private sector. Going forward, the VERA revenue unit will provide on-going provider education relating to documentation and workload. They will utilize the physician query tool to identify and correct missed opportunities, thereby, increasing the VERA funding allocation. 4. Performance Period: The contractor shall complete the work required under this SOW in 90 calendar days or less from date of award, unless otherwise directed by the Contracting Officer (CO). If the contractor proposes an earlier completion date, and the Government accepts the contractor s proposal, the contractor s proposed completion date shall prevail. The work shall begin within 30 calendar days of award, unless otherwise specified. Work at the Government site shall not take place on Federal holidays or weekends unless directed by the CO. 5. Type of Contract: Firm-Fixed-Price B. CONTRACT AWARD MEETING The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kick off meeting, or has advised the contractor that a kick off meeting is waived. C. GENERAL REQUIREMENTS 1. For every task, the contractor shall identify in writing all necessary subtasks (if any), associated costs by task, and along with associated sub-milestone dates. The contractor's subtask structure shall be reflected in the technical proposal and detailed work plan. 2. All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms. 3. Where a written milestone deliverable is required in draft form, the VA will complete their review of the draft deliverable within 14 calendar days from the date of receipt. The contractor shall have 14 calendar days to deliver the final deliverable from date of receipt of the Government s comments. D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated in Section A.4 of this SOW. Task One: The contractor shall perform project management duties to ensure a successful implementation within the implementation timeframe. Deliverable One: Project kick off conference call/webcast with key stakeholders for implementation planning, including dates for installation and training, a training agenda, and other implementation tasks. Key points of contact for the contractor and VA facility will be included in this important step/deliverable. Deliverable Two: Installation worksheets to be completed by VA. Deliverable Three: Post implementation conference call at project completion with all key points of contact. Task Two: The contractor shall install the VERA Analyzer solution remotely working with the VHA Office of Information and Technology (OIT). Deliverable One: Installation and setup of new module for use on the Clintegrity 360 platform for VERA Audit process for inpatient records. Deliverable Two: Initial ARC files for import (to be created by VA site). Task Three: The contractor shall perform 4 day training for VERA Analyzer users. Deliverable One: On site training with training/user guide provided for attendees. Recommended attendees include: VERA auditor/analyst/coordinator(s), Coding Supervisor or HIMS Manager (or staff responsible for managing coding changes and/or coding education related to VERA). One staff member with ARC SSN-level access must also participate in portions of the training that pertain to import of ARC data. Training agenda will include: ARC import process, reports training, and how to audit and track records that were audited. E. SCHEDULE FOR DELIVERABLES 1. The contractor shall complete the Delivery Date for each deliverable specified. 2. Unless otherwise specified, the number of draft copies and the number of final copies shall be the same. 3. If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response, in accordance with applicable regulations. F. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. G. REPORTING REQUIREMENTS 1. The contractor shall provide the VHA Program Manager (PM) with monthly written progress reports. These are due to the PM by the second workday following the end of each calendar month, throughout the project's duration. The PM is required to provide monthly progress reports to the Contracting Officer s Representative (COR) by the fifth workday of the new calendar month. 2. The progress report shall cover all work completed during the preceding month and shall present the work to be accomplished during the subsequent month. This report shall also identify any problems that arose, along with a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved, with an explanation. H. TRAVEL Travel expenses for onsite training for product implementation is included in the quote provided. Travel during initial implementation training is included in contract cost but billed separately for post-implementation follow up training. I. GOVERNMENT RESPONSIBILITIES The Government will provide: 1. Participation in training, kick off call, and project planning calls by key system end users. 2. Timely completion of installation worksheets. 3. OIT support for installation process, working with contractor s Technical Support team. 4. Training location with access to the system and a projector for 4-day training, preferably with a printer available. J. CONTRACTOR EXPERIENCE REQUIREMENTS The government will determine on a case-by-case basis what positions are considered key personnel. The contractor shall identify, by name, the key management and technical personnel who will work under this task order at the time the work is being negotiated. If a key person becomes unavailable to complete the project, the proposed substitutions of key personnel shall be made only as approved directed by the Contracting Officer and the COR. The government will not dictate specific experience and education requirements of the employees initially proposed to perform the work stated herein. All contractor employees will be approved by the COR prior to bringing on duty. If, at any time from date of award to the end of the contract, non-key personnel contractor personnel are no longer available, the government reserves the right to review the qualifications of the proposed replacement personnel and to reject individuals who do not meet the qualifications set forth in the technical requirements. The contractor must inform the VHA COR, and Program Manager (PM) when personnel are removed from the contract for any reason. The Contractor shall remove any employee from the performance of this contract within five (5) workdays of receiving notice from the Contracting Officer that the employee's performance is unsatisfactory. All Contractor employees are subject to immediate removal from performance of this contract when they are involved in a violation of the law, VA security, confidentiality requirements and/or other disciplinary reasons. K. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: 1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order. 2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. The contractor shall release no information. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response. 3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. L. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS 1. A contractor/subcontrator shall request technical or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. 2. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. 3. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. 4. Custom software development and outsourced operations must be located in the U.S.to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. 5. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. B.3 DELIVERY SCHEDULE: Line Item from 1-5 to be delivered to each facilities below. VA Facility POC Address Deliver Items VA Northern California Health Care System VA Northern California (BDMS) 150 Muir Road Martinez, CA 94553 Items: 1-5 San Francisco VA Health Care System San Francisco VA Health Care System Aaron Nguyen (136C) 4150 Clement Street San Francisco, CA 94121 Items: 1-5 VA Palo Alto Health Care System Tim Wesley Maynard, Chief Health Information Management Section 3801 Miranda Avenue (11MR) Palo Alto, CA 94304 Items: 1-5 VA Central California Health Care System VACCHCS 2615 E Clinton Ave. Attn: Jenifer Burnett (136) Fresno, CA 93703-2223 Items: 1-5 VA Southern Nevada Healthcare System Las Vegas VAMC, Kathleen Meets 6900 N Pecos Rd. North Las Vegas, NV 89086 Items: 1-5 VA Pacific Island Health Care System Pacific Island Health Care System, (HAS/136) 459 Patterson Road Honolulu, HI 96819 Items: 1-5
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/LBVANBC/VAMD/VA26117Q0656/listing.html)
 

Document(s)

Attachment
 

File Name: VA261-17-Q-0656 VA261-17-Q-0656.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3561068&FileName=VA261-17-Q-0656-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3561068&FileName=VA261-17-Q-0656-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN04535570-W 20170609/170607234708-c59f609ecf51ad3910b0173f4330059c (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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