SOURCES SOUGHT
Q -- EVENT-HOLTER CARDIAC MONITORING IDIQ
- Notice Date
- 11/26/2018
- Notice Type
- Synopsis
- NAICS
- 621999
— All Other Miscellaneous Ambulatory Health Care Services
- Contracting Office
- Department of Veterans Affairs;Network Contracting Office 20;1495 Wilmington Drive, Suite 360;DuPont WA 98327
- ZIP Code
- 98327
- Solicitation Number
- 36C26019Q0093
- Response Due
- 12/10/2018
- Archive Date
- 2/8/2019
- Point of Contact
- Laura Davis, laura.davis5@va.gov
- Small Business Set-Aside
- N/A
- Description
- 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 Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, is conducting market research to identify potential sources which can provide the following equipment and services: Provide the complete spectrum of ambulatory cardiac monitoring to patients of the VA Portland Health Care System Short Term/Long Term Monitoring Patch: The Contractor shall provide all equipment, either by hospital delivery or direct mail out to patient, needed for patch that monitors a duration between twenty-four hours to fourteen days. External monitor is using sticker-patch technology and can be disposed with the internal memory unit sent to Contractor for tracing report. Cardiac Event Monitoring: The Contractor shall provide all equipment needed for thirty-day wireless event monitor testing, either by hospital delivery or direct mail out to patient. The contracted company will provide continuous twenty-four hour physical observation of rhythm strips and immediately inform a designated representative from the EKG Lab or AOD/Emergency Department (after hours) to any significant changes as specified by the contractor s qualified healthcare professional. Holter Monitoring: The Contractor shall provide all equipment needed for twenty-four and forty-eight hour Holter Monitor testing, either by hospital delivery or direct mail-out to patients. Continuous Ambulatory Telemetry: The Contractor shall provide all equipment, either by hospital delivery or direct mail out, needed for continuous ambulatory telemetry for up to thirty days. The contracted company will provide continuous twenty-four hour physical observation of rhythm strips and immediately inform a designated representative from the EKG Lab or AOD/Emergency Department (after hours) to any significant changes as specified by the contractor s qualified healthcare professional. LOCATIONS: The following VA medical facilities will be served under the terms and conditions of this contract: VA Portland Health Care System: Includes all associated CBOCs, as well as the Vancouver, WA Campus. VA White City Health Care System: Includes all associated CBOCs. VA Roseburg Health Care System: Includes all associated CBOCs. The Government reserves the right to add additional VA Medical facilities within the VA Portland Healthcare System region as becomes necessary. IMPLEMENTATION / TRANSFER OF SERVICES: In the event an award is made to other than the incumbent contractor, the new contractor shall arrange services ensuring there is no disruption of supplies/services to Veteran beneficiaries. Transition of services to the new contractor shall be completed as soon as possible, but no later than thirty calendar days from the date of the award with the new contract. If the contractor fails to accomplish the phase-in, the contractor shall be responsible for any duplicate costs the Veteran s Affairs may have to pay the incumbent contractor beyond thirty days. DESCRIPTION / REQUIREMENTS: The VA Portland HCS estimates: Cardiac Event Monitoring: estimated usage of 300 cardiac event monitors per year. Contractor provided inventory on site at the VA Portland EKG Lab should be 20 (twenty) wireless Event monitors at all times with the flexibility to increase par thresholds in accordance to real-time clinical demand. Holter Monitor: usage of 150 holter monitors per year. Contractor provided inventory on site at the VA Portland EKG Lab should be 20 (twenty) holter monitors at all times with the flexibility to increase par thresholds in accordance to real-time clinical demand. Ambulatory Cardiac Telemetry: estimated usage of 200 ambulatory cardiac telemetry monitors per year. Contractor provided inventory on site at the VA Portland EKG Lab should be 3 (three) ambulatory cardiac telemetry monitors at all times with the flexibility to increase par thresholds in accordance to real-time clinical demand Short Term/Long Term Monitoring Patch: estimated usage of 1200 mobile cardiac telemetry patch per year. Contractor provided inventory on site at the VA Portland EKG Lab should be 20 (twenty) mobile cardiac telemetry patch at all times with the flexibility to increase par thresholds in accordance to real-time clinical demand. Monitors shall comply with all industry standards. Monitors shall be of a weight and size as to be user-friendly for the predominately geriatric Veteran population. The monitor shall have a minimum two-day battery life, using standard size batteries readily available, easily changed, and supplied by the contractor. In addition, there should be an internal back-up battery capable of storing the recorded data. They shall be capable of monitoring heart rates between ten and two-hundred and fifty beats per minute. Cardiac Event monitors and Continuous Ambulatory Telemetry monitors shall record both pre and post symptom tracings. Physicians shall have access to all raw data from exam to further investigate abnormal rhythms. Upon completion of the study period, a detailed PDF summary report, with full disclosure of tracings, will be generated by the Contractor s designated medical professionals and provided to the VA Portland HCS EKG Lab within twenty-four (24) hours. Short Term/Long Term Monitor Patches and Holter monitors will be uploaded by the VA Portland HCS EKG Lab or by the Contractor at the end of the exam period, whichever is applicable. Holter upload system must allow for data entry of the patient s diary/journal. A detailed report will be generated by the Contractor s designated medical professional and downloaded to the secure website, with access to full disclosure of tracings, within twenty-four (24) hours of upload. If Holter Monitors are to be maintained on-site by VA Portland HCS staff, the Contractor inventory must be available as previously stipulated in 4.1.2. If Holter Monitors are to be uploaded on site by VA Portland HCS staff, all equipment, software and training will be supplied by the contractor and must be coordinated with VA Portland HCS Biomed, IT and ISO departments. Continuous Ambulatory Telemetry monitor and Short Term/Long Term Monitoring Patch reports shall include patient compliance assessments. At the beginning of the contract, and at any time there is a change in equipment, the contractor shall provide on-site training at the VA Portland HCS EKG Lab. Contractor shall ensure the requested par number of monitors available, kept on site, are available at the VA Portland HCS EKG. Upon enrollment, the Contractor will issue a monitor within three (3) to five (5) business days. At the end of the monitoring period, up to thirty (30) days, the patient will return the monitor to the Contractor or the VA Portland HCS EKG Lab. All patient supplies shall be included in the contract (monitor, holder, electrodes, batteries, diaries, pre-paid postage shipping container). If a monitor request is labeled urgent or stat the Contractor will mail out the monitor package within twenty-four (24) hours of enrollment. Patients will use the monitor for a physician specified amount of time and return the monitor to the contractor or VA Portland HCS EKG Lab using a postage-paid return container supplied by the contractor. Additional monitors may be needed during the contract period at times of high usage. In such situations, the VA Portland HCS EKG Lab will contact the contractor by phone or email to request additional monitors. The Contractor will provide the requested monitors to the VA Portland HCS EKG Lab within five (5) business days. Veteran patients and VA Portland HCS staff shall have a toll-free twenty-four (24) hour, seven (7) day per week telephone access to Contractor s support staff who will provide help in resolving any monitor problems. Upon receipt of a recording, the Contractor will review the EKG data and assess the patient s status using telephone patient assessment techniques to determine the urgency of the situation. If it is determined to be potentially life threatening, the contractor will contact the patient to accomplish a follow-up transmission and establish if the patient is symptomatic. The Contractor will then contact the VA Portland HCS using a predefined contact list depending upon time/day and provider schedules. In the event of a life-threatening dysrhythmias, the Contractor is expected to follow the universal policies in terms of instructing patients to go to the nearest ER or to call 911. All routine transmissions are to be uploaded to a secure website, emailed or faxed within twenty-four (24) hours of receipt to the VA Portland HCS EKG Lab. Specific Tasks Process and Policy Management Control Integration Management Control Planning will be provided to the Clinical Contracting Representative. The document will provide the technical and functional activities at the required level for integration of all tasks specified within this Performance Work Statement. Includes productivity and management methods such as quality assurance, progress/status reporting, program reviews, training, administrative, documentation and all related functions for service Contract Management will be provided to the Contracting Officer s Representative. A Contract Management Plan will be prepared describing the technical approach, organizational resources and management controls to be employed to meet the cost, performance and schedule requirements throughout the Contract execution. A quarterly status, or as requested, will be provided to assist with monitoring the quality assurance, progress/status reporting and program reviews applied to this contract. The (QASP) quality assurance surveillance program will be monitored by the Contracting Officer s Representative for the VA Portland HCS. Reference Section D Quality Assurance Surveillance Plan. Patient Enrollment Online Enrollment: Company will provide means of online patient enrollment for cardiac monitoring services. Patient identifiers must include, at a minimum, first and last name, date of birth, last four digits of the SSN, and phone number. The VA Portland HCS will provide this information to the company, along with the provisional diagnosis and provider information. Online Access: Contractor will provide online access to database for designated medical providers, EKG Lab staff and Cardiologists located at the VA Portland HCS. Contractor will maintain ninety-nine percent (99%) uptime of their website. Transmission Responsiveness/Timeliness: Contractor will be able to provide customer service to patients regarding transmissions within five (5) minutes of receiving them. Stat reports are to be available within one (1) hour of download and notification to the contractor of the emergency requirement. Routine monitor requests will be addressed and mailed to the patient within seven (7) days of online enrollment. Service Availability in Urgent Situation: Urgent or stat orders will be addressed and mailed to the patient within twenty-four (24) hours of being placed. Patient Service: Contractor will supply twenty-four (24) hour continuous live patient service availability to answer questions or help with proper monitor usage. Contractor will notify EKG lab staff within twenty-four (24) hours if patient refuses monitor. Equipment Patient Instructions: Contractor will supply complete and clear written instructions included with every monitor. Equipment Distribution: Contractor will supply the minimum monitors, as outlined in Section 4, for VA Portland HCS on hand inventory to distribute to patients in EKG Lab as well as ability for monitors to be mailed directly to patient from VA Portland HCS. Equipment Supplies: Contractor will provide all necessary supplies including, but limited to, cleaned and re-set monitors, associated accessories, instructions, electrodes, batteries and diaries in monitor package. Equipment Return: Contractor will supply monitors issued with a pre-paid postage envelope for return of monitors to Contractor s facility or VA Portland HCS when applicable. Equipment Inventory: Contractor will supply the minimum inventory, as outlined in Section 4.1.1 and 4.1.2, as well as all needed supplies for distribution. Equipment Condition: Contractor will supply all equipment in good working order. Equipment shall arrive in the EKG Lab, or directly to patient, in clean and working condition according to Joint Commission and Reusable Medical Equipment standards. Report Management Rhythm monitoring: Contractor will ensure that tracings are monitored by trained personnel overseen by a licensed, certified Cardiologist specialized in heart rhythm monitoring. Quality of Transmission Tracing: If indicated, the Contractor will provide verbal education to patient to produce the highest quality tracing possible, with little or not artifact. Report Format: Contractor shall provide flexible reporting format options to meet the needs of VA Portland HCS provider preferences. Report Information: Contractor shall provide precise information, graphs, and analysis to the VA Portland HCS to fit the requested needs of the studies. End of Study Reports: Contractor shall provide a precise summary report within twenty-four (24) hours of study completion. Report Information Delivery: Contractor will provide prompt delivery of accurate reports either by fax or online twenty-four hours a day, seven days a week, three hundred sixty-five calendar days a year. Equipment Compliance Review: Contractor shall contact the VA Portland HCS EKG Lab and/or the patient if no events are transmitted within the first week of initial baseline transmission (sent at time of hook up) to ensure compliance, understanding and quality. Online Access: Contractor shall provide twenty-four (24) hour online access to full monitor recording. Urgent Notifications: Contractor shall provide prompt and accurate notification per nature of finding to VA Portland HCS EKG Lab during business hours and the AOD/ED after hours, weekends and holidays. Notification will be by phone call to designated person or persons after which tracing/report may be faxed or emailed to the designated person. Billing / Reimbursement Invoice Billing: Itemized invoices will be provided to VA Portland Clinical Contracting Representative monthly. Payment shall be made monthly in arrears based upon the certification of properly submitted invoice. Pricing and Reimbursement Rates: Company will provide and adhere to contracted itemized government cost estimate reimbursement rates. The Contractor shall not charge patients or 3rd party payers any fees or surcharges for services rendered under this contract, including missing equipment. If the Contractor, VA Portland HCS staff or designee receives notice of any additional charges, the Contractor shall fully cooperate with VA Portland HCS staff and the Contracting Officer investigating such allegations and shall promptly refund any payment deemed improper by the Contracting Officer to the party who made the payment. Customer Service Help Desk/Phone Line: Contractor will provide live customer service phone lines that will be available for both patients and VA Portland HCS staff twenty-four (24) hours a day, seven (7) days a week, three hundred sixty-five (365) days of the year. Urgent Notifications: In the event of any unexpected findings, the VA Portland EKG Lab will be alerted during normal business hours and the AOD/ED will be alerted outside of these hours and on holidays. The Contractor must report any customer complaints to the EKG Office or Contracting Representative within forty-eight (48) hours of Contractor knowledge of complaint. The Contractor must report any patient safety incidents to the EKG Office or Contracting Representative within twenty-four (24) hours of Contractor knowledge of incident. Performance Monitoring The Government is required to monitor contract performance and certify the work was completed in accordance to all contract terms. The monitoring is done by the Contracting Officer s Representative in accordance to the QASP. Security Requirements Patient Information Mailout Material: The VA Portland HCS EKG Lab will work with the Contractor to develop and implement procedures to ensure that no sensitive patient identifying information is sent out in the mail. Any breaches will be immediately reported and remedied with a service improvement plan by the Contractor to avoid further information breaches. Secure Online Program: The Contractor shall provide an online system that adheres to all standards and policies set by the VA Portland HCS Information Security Officer. Any breaches shall be immediately reported and remedied with a service improvement plan to follow by the Contractor to avoid further breaches. There shall be no breaches per rating period. The Contractor will adhere to all HIPPA guidelines and regulations regarding patient information and disposal thereof. Online Access of VA and Contract Company Employees: Only VA Portland HCS employees and Contract company employees with a need to know shall have access to the online reporting system. All standards and policies set by the VA Information Security Officer regarding online system usage shall be strictly adhered to. Any breaches shall be immediately reported and remedied with a service improvement plan to follow by the Contractor to avoid further breaches. Faxing and Phone: Contractor shall establish strict standards and procedures for contractor employees, which will be set and followed to ensure patient confidentiality. Any breaches shall be immediately reported and remedied with a service improvement plan to follow by the Contractor to avoid further breaches. Patient Reports: Contractor shall establish strict standards and procedures in regards to patient reports to ensure confidentiality. Any breaches shall be immediately reported and remedied with a service improvement plan to follow by the Contractor to avoid further breaches. Unescorted Access to VA Portland HCS: Strict standards to professionalism and patient confidentiality will be adhered to when visiting any VA Portland HCS facilities. Government Furnished Equipment There will be no government furnished equipment with this contract. Other Pertinent Information or Special Considerations Packaging, Packing and Shipping Instructions: The contracted company will provide a consistent inventory, whether by personal drop off or mail. The contracted company will provide pre-paid postage envelope to return monitors for interpretation and cleaning. Inspection and Acceptance Criteria: The Contracting Officer s Representative will be responsible for periodically inspecting and certifying that the contracted company is performing to pre-arranged standards regarding timeliness, quality and performance. Risk Control The Contracted company is responsible for the proper cleaning and disinfection of equipment prior to each patient use, or as mandated by reusable medical equipment (RME) standards. Travel Expenses The Contractor will only be providing equipment and off-site monitoring. No travel fees will apply. All delivery, disposable items, and equipment are included in the item price. Payment and Invoicing Requirements Payment shall be made monthly in arrears based upon the Government s certification of a properly submitted invoice. Invoices shall be sent electronically to assigned Contracting Officer s Representative (COR) by secured email no later than the 10th business day of each month following service. Email addresses will be provided at the time of the award. The Contractor shall follow invoicing processes as specified above. Contractor shall adhere to pre-determined reimbursement rates that have been mutually agreed upon. VAPORHCS will review invoices against its record and notify the Contractor of invoice discrepancies. Upon resolution of the discrepancies, the VA will approve the invoice and make payment. The contractor shall not charge patients or 3rd party payers any fees or surcharges for services rendered under this contract, including missing equipment. If the Contractor, VAPORHCS, POC, or designee receives notice of any additional charges, the Contractor shall fully cooperate with the Contracting Officer investigating such allegations and shall promptly refund any payment deemed improper by the Contracting Officer to the party who made the payment. Security Requirements The Contractor shall provide an online enrollment and reporting system that adheres to all VA Information Security standards and policies. Any breaches to security will be immediately reported to the Contracting Officer and remedied. The Contractor shall ensure no sensitive patient identifying information be inappropriately sent out in any form of communication. Any breaches will be immediately reported to the Contracting Officer and remedied. The Contractor shall provide online access only to VA and contract company employees with a documented need to know responsibility. Any breaches to security will be immediately reported to the Contracting Officer and remedied. The Contractor shall provide for strict standards of professionalism and patient confidentiality when Contracting representatives visit any VAPORHCS facilities. Potential candidates having the capabilities necessary to provide the above stated equipment are invited to respond to this Sources Sought Notice via e-mail to Laura Davis at laura.davis5@va.gov no later than December 10, 2018 9 AM PST. No telephone inquiries will be accepted. RESPONSES SHOULD INCLUDE THE FOLLOWING INFORMATION: company name, address, and business size; point of contact name, phone number, and e-mail address; suggested equipment information including manufacturer, model and delivery schedule; whether system is presently offered on a current GSA Federal Supply Schedule contract. NAICS Code 621999 is applicable to determine business size standard. Any questions or concerns may also be directed to Laura Davis via e-mail. 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. NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (26-NOV-2018); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
- Web Link
-
Link To Document
(https://www.fbo.gov/spg/VA/SeVANC/VAPSHCS/36C26019Q0093/listing.html)
- Place of Performance
- Zip Code: 97239
- Record
- SN05158901-F 20181128/181126230014 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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