7A21--36C242-25-AP-0813 | 528-25-3-7607-0011 Engineered Care- Patient Care Portal (VA-25-00029561)

Active

Contract Opportunity

This is a notice of intent to award a sole source contract and is not a request for quotes.
The Department of Veterans Affairs Syracuse VA Medical Center intends to award a Firm Fixed Price (FFP), brand name only, sole source action.
Name of Contractor:
Engineered Care Inc.
Street Address:
44 Montgomery St. STE 3500
City, State, Zip:
San Francisco, CA 94104


Statement of Work
Engineered Care- Patient Care Transitions Portal

GENERAL INFORMATION

Title of Project: After Hospital Care Plan

Type of Contract Contemplated:

The requirement is for a license for a transitional care program that will provide patient friendly educational documents for our patients utilizing existing information with VA system. The license will permit use of the Care Transitions Portal, including a VistA-Integrated Care Transitions Portal user interface, to create and print a Care Plan booklet for every veteran discharged from the Customer site.
The Care Plan will include the following data to the extent that they are available within the system:

· Branded Site Logo
· Patient Aligned Care Team details
· Patient Demographics
· Medications
· Appointment Information
· Diet and Activity Instructions
· Additional Instructions
· My HealtheVet information
SCOPE
Engineered Care grants to Customer a license for Customer and its Users to use the Product during the Term. Engineered Care will perform maintenance and support services for the term of this agreement. The following activities will be performed:

REQUIREMENT/SALIENT CHARACTERISTICS/SPECIFICATIONS

Common Nomenclature (commercial description): Software

Intended use: To be used by physicians, advanced practice providers, pharmacists, nursing and ancillary services to provide the patient and their family/caregivers with well-defined educational documents for utilizing existing information with VA system.

OTHER UNIQUE REQUIREMENTS:
Compatibility with Existing Equipment: Interfaces with CRPS

Applicable DICOM compliance, Directives or IT Policies: Compliant with all directives and policies

Coordination with On-going Construction Project (provide the project number): N/A

Warranty: Fully warranted by Engineered Care at no additional cost

Training: Engineered Care has performed initial planning meetings and will conduct a one-day onsite to train all relevant personnel on using the Product.

Service and/or Maintenance: Engineered Care will provide day-to-support (via email and phone), software maintenance, and continual access to our quarterly updates (new features, content, enhancements, and other updates to the software).

Supported versions. Company will provide Maintenance for the then current Major Release of the Software and the previous Major Release, or for one (1) year after Company discontinues licensing/distributing a Major Release, whichever is longer.

Enhancements and Error Correction. Company will notify Customer of all available Error Corrections and Enhancements to the Software and will make them available at no additional charge to Customer. All Enhancements will be backward compatible as provided in the Agreement.

Customer Technical Support Contacts. Customer will designate support contacts (which may include Customer contractors) who may communicate with Company's support organization regarding maintenance and support issues. Customer may change these support contacts from time to time upon written notice to Company. Company will provide Customer's support contacts with any user IDs, passwords, access procedures, and other such information to enable the support contacts to access Company's electronic support systems.

Web-based support. Company will provide Customer with access to any on-line support information and tools it makes available to other customers. This will include access to any available Company knowledge database, on-line technical library or on-line Documentation.

Telephone and Email Support Services. Company will provide email technical support services during the hours of 9:00 a.m. U.S. Eastern time to 6:00 p.m. U.S. Pacific time, Monday through Friday and will provide email or telephone assistance on a 24 hour per day/7 day per week basis for Severity 1 errors. Company will respond to Customer's requests for support and work to resolve the problems indicated within the following time frames

Error
Response Time
Company Action
Severity
Level 1
4-6 hours. Verbal acknowledgment of Error report and identification of individual assigned to resolve Error.
Work 24 x 7 until Error Correction is achieved. If a Workaround is provided, Company will continue to work 24 x 7 to correct the Error.
Severity
Level 2
4-6 hours. Verbal acknowledgment of Error report and identification of individual assigned to resolve Error.
Work 24x7 until Error Correction or acceptable Workaround is achieved. If a Workaround is provided, continue working during business hours to provide Error Correction.
Severity
Level 3
24 hours. Verbal acknowledgment of Error report and identification of individual assigned to resolve Error.
Error Correction or acceptable Workaround provided within 1 month. Error Correction included in next release of Software if Workaround is initially provided to address problem.
Severity
Level 4
48 hours. Verbal acknowledgment of Error report and identification of individual assigned to respond.
Question answered or minor Enhancement considered for next release.

Severity Levels means the four severity levels defined below:
Severity 1 : A type of Error that: (1) renders the entire or any part of the Software inoperative; or (2) causes the Software to fail catastrophically. No workaround exists or the available workaround is unacceptable due to its operational impact on Customer's business.
Severity 2 : A type of Error that significantly degrades performance of the Software or materially restricts Customer's use of Software.
Severity 3 : A type of Error that causes only minor impact on the use of the Software.
Severity 4 : Proposed enhancements or usage questions.

Safety/ISO/IT/BioMed/SPS & Other Departmental Compliance: Fully compliant
DELIVERY
This section should clearly state:

What the Contractor must deliver. If different tasks have different delivery requirements, they must be clearly identified.
Maintenance and support as defined above as well as access to the product for the duration of the term.
When the Contractor must deliver. This may be stated using actual dates, days after contract award, or using some other method that clearly marks the required delivery date.
Within 2 weeks of final revisions to the software templates.
Where the Contractor must deliver the service. This may be stated as a location, an organization, a person identified by position (e.g., Contracting Officer s Representative, a person identified by name or using some other description.)
To the Syracuse VAMC via CPRS.
The Government shall use the standards below to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL)
Government-Furnished Property, Material, Equipment, or Information (GFP, GFM, GFE, or GFI): Software interfaces with CPRS

SECURITY
The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use.
PLACE OF PERFORMANCE
The work to be performed under this contract will be performed via Skype and telephone for the Syracuse VAMC.
PERIOD OF PERFORMANCE
The Term of the license will be firm-fixed for 1 Base Year and 4 (one year) Option Years.

BILLING/INVOICING
1. PURCHASE ORDER. Customer or a delegate may issue a Purchase Order to execute the purchase of the Product listed on this agreement. The Purchase Order should reference the Quotation Number: Customer-INT-12.04.2019 and be addressed to Engineered Care, Inc., 44 Montgomery St. Ste. 3500, San Francisco, CA 94104. Fax: 866-692-4271.

2. PRICE AND TAXES. The price for any EC Product or service shall be the price stated on the Quotation. If the price is stated by reference to a published EC price list, then the price shall be the published EC list price for the Product and/or Service in effect at the time EC receives Buyer s purchase order. Prices stated are exclusive of all taxes, fees, licenses, duties, or levies ("Taxes").

CUSTOMER INFORMATION:
Syracuse VAMC, 800 Irving Ave, Syracuse, NY 13210

This notice of intent to sole source is not a request for quotes; however, all responsible sources may submit a capability statement which shall be considered by the Government. All capability statements must be received by no later than 3:00 PM Eastern Standard Time on February 20, 2025. Responses to be submitted to Chad M. Johnson, Contracting Officer at chad.johnson4@va.gov. A determination by the Government not to compete this proposed contract based on responses to this notice is solely within the discretion of the Government.

Attachments/Links