7E20--LOGICARE Patient Instructions Subscription

Active

Contract Opportunity

NOTICE OF THE INTENT TO SOLE SOURCE TO LOGICARE CORP, 2620 STEIN BLVD, EAU CLAIRE, WI, 54701-2674, UNITED STATES. Response Due Date: April 27, 2024, by 10:00AM (EST) NOTICE OF THE INTENT TO SOLE SOURCE SYNOPSIS Network Contract Office 1, Procurement Office East on behalf of The Department of Veterans Affairs, Togus VA Medical Center located at 1 VA Center Augusta, ME 04330-6796 intends to award a firm-fixed contract with (1) base year plus (4) option years with LOGICARE CORP as a logical follow to contract 36C24119C0046. Togus VA Medical Center is looking to continue service for several workstations in the Emergency Department and Inpatient Units with LOGICARE Patient Instructions Software Application, licensing and support. The proposed procurement is for services for which the Government intends to solicit and negotiate with only one source under the authority of FAR 813.106-1(b) Simplified Acquisition Procedures: Soliciting from a Single Source. The North American Industry Classification System code (NAICS) for this requirement is 513210. All responsible sources that feel they should be considered qualified to provide the above-mentioned products may submit a response to this notice (by the response due date shown above) to Divianna.Mathurin@va.gov. The information provided shall include detailed (and relevant) documentation to allow the government to perform adequate market research and make a proper determination. A determination by the government not to compete this proposed requirement based upon responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. THIS IS NOT A REQUEST FOR COMPETITIVE PROPOSALS. THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. REQUESTS FOR A SOLICITATION WILL NOT RECEIVE A RESPONSE.

Statement of Work (SOW)
LOGICARE s Patient Discharge Instructions Software

CONTRACTING OFFICERS TECHNICAL REPRESENTATIVE (COTR): Malarie Clark will appoint one (1) COTR for this contract. When service is requested, the contractor will always contact the COTR.

SCHEDULING ARRANGEMENTS: Except by special alternative arrangement, scheduled delivery will be provided only during Contractor s normal working hour s local site time. Upon acceptance of this contract, the Contractor shall immediately contact the COTR Malarie Clark, to schedule mutually agreeable delivery times.

SCOPE OF WORK: Delivery and set up of LOGICARE s Patient Instructions Software
for the Togus VAMC. Delivery activities shall consist of the following:

Set-up: All preparation necessarily required to ready LOGICARE s Patient Instructions Software for operation (set-up and training).
The contractor shall provide software license for LOGICARE s Patient Instructions software. This includes the remote implementation, testing, maintenance, and training.

Software Support from the company includes:
24-hour emergency technical support services for the LOGICARE Integrated Patient Instructions computer software and periodic releases and updates to clinical content

Patient Instructions software includes content for patient education, discharge documents, and other miscellaneous documents related to patient education and instruction.

Integration delivers patient information from Vista to the LOGICARE Patient List and completed documents from LOGICARE s Patient Instructions will be delivered to CPRS Notes.

Upon receiving a maintenance and repair call from Malarie Clark, the Contractor shall make a return telephone call for within 2 hours. The Contractor will restore the equipment to FULL PERFORMANCE within forty-eight (48) hours of the original call. The Contractor shall notify the COTR of the existence or development of any defects in the equipment covered under this contract which the Contractor considers he/she is not responsible for under the terms of the contract (such as operator misuse). Training and support and preventative maintenance and educational courses to be provided on-site as indicated.

DESCRIPTION OF: LOGICARE s Patient Instructions Software - This contract will provide the following:
Deployment includes:

All other services provided remotely.
Project management
Integration configuration
Vista integration
CPRS integration
Remote application installation to VA facility servers within VA firewall
Live / production environment
Test environment (if applicable)
Remote training of Super Users
Dedicated remote Go-Live support
Server/desktop support staff
*LOGICARE staff accessing VA systems will have VA credentials

EXCLUSIONS (unless otherwise quoted): None

PERSONNEL CLEARANCES AND PRIVACY CONSIDERATIONS: The Contractor will ensure that their personnel and subcontractor personnel meet the privacy standards as set forth by HIPAA (Health Insurance Portability and Accountability Act of 1996) with respect personal and confidential information that they may come upon, while servicing medical equipment.

PATIENT HEALTH INFORMATION (PHI) AND INDIVIDUALLY IDENTIFIABLE INFORMATION (III):
This system does contain Patient Health Information (PHI) and Individually Identifiable Information (III).  No VA data will leave the VA Facility. If a hard drive or any other electronic storage device needs to be replaced, the device will be given to the ISO. After destruction of the data by degaussing, the device may be returned to the vendor for inventory control if so requested. The repair of this system will be supervised by a VA employee in Bio-Med to assure data does not leave the facility. The COTR is responsible to assure that no VA data leaves the facility, and an employee supervises repair. No Security & privacy training is needed by the vendor because the repair will be supervised. No other security statement is needed.Â

DOCUMENTATION: Contractor will provide the COTR with individual written reports which describe the maintenance and repair service performed on the equipment under warranty in sufficient detail so as to be acceptable by field inspectors of the Joint Commission and other inspecting bodies. This shall include a list of all parts replaced, all service performed as well as a statement that the equipment is operating per manufacturer s specifications after repair. The service report will be signed by the contractor s service technician, and by designated VANTHCS personnel.

Prior to award, bidder must have a facility to include personnel, test equipment, parts inventory, training certificates, licenses and technical documentation available for inspection by VA Medical Center personnel and be able to show written evidence to technical qualifications of personnel, test equipment (and calibration documentation) licenses and availability of parts. Parts availability must be written documentation from either the equipment manufacturer or authorized parts supplier. In either case, bidder must be able to show the availability of parts to him/her within 24 hours after initial call. For contracts for maintenance and repair services form other than the original manufacturer or a designated representative, the Contractor will be fully responsible for obtaining all technical documentation necessary to fulfill contractual obligations.

The Contractor warrants that the services to be performed under this contract will be performed in a good workmanship manner and shall conform to the standards of the industry. This warranty is given expressly and in place of all other warranties, expressed or implied, statutory or otherwise, and is the only warranty given by the Contractor.

Warranty items that expire during the contract period will be added to the contract as appropriate.

NEGLIGANCE CLAUSE: When services and parts are required as a result of accident, abuse, misuse or negligence by other than the Contractor or his representative, and are not included as a part of PM inspection or service calls, such needs will be reported to the Contracting Officer s representative along with estimates of charges. The Contracting Officer and Representative will evaluate these needs and authorize appropriate action. The parts will be installed under the terms of the contact and each invoice is to include a legible itemized list of labor charges and parts costs. The government will incur no charges for service and parts including glassware due to accident, abuse, misuse or negligence by the contractor or his representative.

SECURITY STATEMENT:
The CO and the Contractor will assure that- No other information except what is in this contract will be shared with the contractor in any follow up communication.
Sensitive VA information is contained within the systems covered by this contract.
The Vendor will not transfer any VA information to a location outside the VA and only to VA locations determined by the VA System Administrator. The information in these systems may be covered by the Privacy Act 1974 which contains criminal penalties of abuse of information.
During onsite service, the Vendor shall be chaperoned by VA Personnel. However, the vendor shall not be issued a UserID/Password.
Non-volatile memory devices, working or non-working, shall NOT be removed from the VA facility until the ISO has certified that the data has been destroyed. For magnetic devices and media, the data destruction will be by degaussing. Other forms of cleansing will be used for non-magnetic media.
The vendor will not have remote access to complete the repair(s) and preventive maintenance.
The vendor shall sign a Business Associate Agreement with the VA.

The CO is responsible for the actions of the vendor during the repair.
Because the Vendor is chaperoned, the vendor does not need to take VA Privacy or Information Security training. A background investigation is not required. The Vendor and all VA employees are required to immediately report any security violations to the Information Security Officer. No other security statements are required.

RECORDS MANAGEMENT:
A.   Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 21 , 29, 31
and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR
Part 1222 and Part 1228.
B. Â Contractor shall treat all deliverables under the contract as the property of the U.S.
Government for which the Government Agency shall have unlimited rights to use, dispose
of, or disclose such data contained therein as it determines to be in the public interest.
C. Â Contractor shall not create or maintain any records that are not specifically tied to or
authorized by the contract using Government IT equipment and/or Government records.
D. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains
information covered by the Privacy Act of 1974 or that which is generally protected by the
Freedom of Information Act.
E. Â Contractor shall not create or maintain any records containing any Government Agency
records that are not specifically tied to or authorized by the contract or identified in the RCS 10-1.
F. Â The Government Agency owns the rights to all data/records produced as part of this
contract.
G. Â The Government Agency owns the rights to all electronic information (electronic data,
electronic information systems, electronic databases, etc.) and all supporting
documentation created as part of this contract. Contractor must deliver sufficient technical
documentation with all data deliverables to permit the agency to use the data.
H. Â Contractor agrees to comply with Federal and Agency records management policies,
including those policies associated with the safeguarding of records covered by the Privacy
Act of 1974. These policies include the preservation of all records created or received
regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or
state of completion [draft, final, etc.].
I. No disposition of documents will be allowed without the prior written consent of the
Contracting Officer. The Agency and its contractors are responsible for preventing the
alienation or unauthorized destruction of records, including all forms of mutilation. Willful
and unlawful destruction, damage or alienation of Federal records is subject to the fines
and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal
custody of the Agency or destroyed without regard to the provisions of the agency records
schedules.
J. Â Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure
of information, documentary material and/or records generated under or relating to this
contract. The Contractor (and any sub-contractor) is required to abide by Government and
Agency guidance for protecting sensitive and proprietary information.



DEPARTMENT OF VETERANS AFFAIRS

Justification for Single Source Awards IAW FAR 13.106-1
For
Over Micro-Purchase Threshold but Not Exceeding the SAT ($250K)
Acquisition Plan Action ID: 36C241-24-AP-2671

Contracting Activity: Network Contracting Office 1, Regional Procurement Office East on behalf of the Department of Veterans Affairs, VISN 1, Togus VA Medical Center 1 VA Center Augusta, ME 04330-6796. Funding TBD.

Brief Description of Supplies/ Services required and the intended use/Estimated Amount: This is a logical follow to contract 36C24119C0046. Togus VA Medical Center is looking to continue service with OEM SB LOGICARE CORP (UEI: CZRMAZXYRLJ6), 2620 STEIN BLVD, EAU CLAIRE, WI, 54701-2674 for several workstations in the Emergency Department and Inpatient Units with LOGICARE Patient Instructions Software Application, licensing and support. LOGICARE Patient Instructions is a healthcare information system which includes modules designed for both patient instruction and education. It is designed for use by clinicians to educate and instruct patients in emergency departments, inpatient units, and outpatient clinics. LOGICARE`s patient instructions are available to Veterans Affairs (VA) hospitals and clinics with Veterans Health Information Systems and Technology Architecture (VistA) and Computerized Patient Record System (CPRS) integration. The LOGICARE System receives registrations/admissions from VistA to allow easy patient-selection by clinicians. Documents produced in LOGICARE for patients are contributed to the CPRS record as Notes. The instructions can include CPRS data from the patient`s record, particularly a current medication list, and a readable list of future appointments.

Period of Performance. 1 Base Year plus (4) Option Years.

Base Year 04/01/2024 03/31/2025
Option Year 1 04/01/2025 03/31/2026
Option Year 2 04/01/2026 03/31/2027
Option Year 3 04/01/2027 03/31/2028
Option Year 4 04/01/2028 03/31/2029

Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used: The LOGICARE application is the software application currently being used at Togus VAMC in various areas to provide patient education. This application, LOGICARE specifically, is being used in the emergency department, outpatient surgical clinics, and all inpatient units. As this application has been the long-standing patient education system for this population at VA Maine, it is not feasible to make a brand transition within the amount of time provided. There are numerous implications to using patient education software, to include staff access and training, technical requirements within the application and CPRS/VistA, as well as the potential impact on patients that are accustomed to LOGICARE education material. Due to the time constraints of developing a new contracting package, LOGICARE is the only option available currently to maintain continuity of operations while ensuring quality and safety of care. The LOGICARE application provides the below capabilities, pertinent to the above three questions. Software integration within the VA environment is complex and requires strict standards, which the LOGICARE application meets. It is not feasible to inquire with other patient education software companies or vendors to meet the needs of patient care within the time frame allotted for this brief contract extension. The possibility of being able to plan, analyze, design, develop, implement, and evaluate a new application, other than LOGICARE, within this time is not possible.

Description of market research conducted and results or statement why it was not conducted: Limited market research was conducted due to the proprietary factors surrounding this software license and support services. This acquisition will be logical follow-on to contract 36C24119C0046 for the continuation of LOGICARE s Patient Instruction Application currently being used in Togus VA Medical Center s Emergency Department and Inpatient Units. The current LOGICARE contract is in place until 03/31/2024, no other company can meet the need. These software services have been in use at Togus VA Medical Center since 04/01/2019.
Contracting Officer's Certification: Purchase is approved in accordance with FAR13.106-1(b). I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

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