Services-Nutrition And Food Service Software Tender in USA - 7943444

Procurement Summary

Country: USA

Summary: Services-Nutrition And Food Service Software Licenses Servic

Deadline: 31 Aug 2016

Posting Date: 26 Aug 2016

Other Information

Notice Type: Tender

TOT Ref.No.: 7943444

Document Ref. No.: VA24816N1648

Competition: ICB

Financier: Self Financed

Purchaser Ownership: -

Tender Value: Refer Document

Purchaser's Detail

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Tender Details

This is a sources sought, (ss)/request for information, (rfi) announcement. The department of veterans affairs, (va), james a. Haley va hospital located in tampa, fl. Is conducting a market survey to identify qualified service-disabled veteran-owned small business (sdvosb) and veteran-owned small business (vosb), capable and interested in providing the services in accordance with the attached statement of work, (sow). The applicable north american industry classification system, (naics) code for this service is 511210. To be considered for this requirement, vendors must be registered in the system for award management (sam - https://www.sam.gov) and their size classification relative to the correct naics code listed above.
The responses to this ss/rfi will be used for information and planning purposes only. The attached sow describes the draft scope of the services required. The final sow may vary slightly in the scope of work required if the government decides to issue a request for quote (rfq) solicitation. This will be a firm-fixed priced order.
Interested vendors
any qualified vendor interested in this requirement should submit a response to include the following information:
1. Company information (business name, duns number, business size/category, and any pertinent company-related information).
2. Capability statement in accordance with the sow requirements (brief background of capabilities and resources)
3. Brief descriptions of recent and relevant transaction activities, and/or purchase orders for similar requirements as listed in the attached sow. (1 page maximum)
4. Applicable socioeconomic categories to include certifications and verifications of company s socioeconomic status.
5. Contact information (poc name, email, and phone)
all responses to this ss/rfi notice shall be submitted to the following email address: [email protected]. The closing time/date for responses is 1100 am (est), august 31, 2016.
Statement of work
introduction:
the veterans administration visn 8, has a requirement for 70 licenses for nutrition and food services software.
Description:
the contractor will supply 70 licenses for nutrition and food services software for the veterans administration visn 8. The contractor will provide both food service and clinical nutrition software licenses which will use a hl-7 interface to connect to the computerized patient record system (cprs) and vista system which is the standard in all facilities. The application server is centrally located in orlando and utilizes citrix and oracle db. One database server must accommodate multiple sites and yet have full autonomy of standardized data among several sites. The licenses will provide an extension of the functionality and the ability to open multiple screens simultaneously. Connection to the va network is required; any change from what is in place must first meet the approval of local facility and visn 8 technical staff and be compliant with national va regulations. This includes functionality with wireless equipment. If other than the software programs in place the contractor will provide, set up, and all data transfer from one system to another and will provide ongoing support within the licenses of the cots. The contractor subject matter expert will serve as a trusted advisor and an extension to the visn 8 team with regards to contractor software solutions as described in the task deliverables. License support will include telephone support. If vendor cannot use data as available at each facility they will complete all file building or conversions required to bring up the nutrition and food service software package. Each site will have the ability to customize the program to their needs and receive all future updates.
Visn 8 is currently using computrition. This program is used differently at different facilities. This software allows visn 8 nutrition and food services to easily manage multiple food service functions within current resources and customized programs for specific patient populations.
The product will link to the in house patient database (cprs) and may be integrated with other va medical centers as necessary for shared services and production reports. It must be capable of individualization within facility specifications, and would include improvements for all current food management package features.
A fully integrated medical food management module which shall function as a "back house" automated food service management system and be comprised of at least the following sub modules
" ingredients
" recipes
" menus
" food items
" meals
" inventory management
" forecasting
" production planning
" hazard analysis and critical control points (haccp)
this is a fully integrated medical nutrition therapy module that supports select and non-select tray tickets and room service inpatient meal delivery systems at all facilities. The fully integrated software shall be comprised of at least the following sub modules.
" room service
" allergy screen
" nutrient analysis
" late trays
" tube feeding
" touch point dining to allow patients to order meals via the getwell network
in addition an interface with vista/cprs electronic health records (ehr) will be required. The cis hl-7 unidirectional interface to the nutrition ais software will be required upon deployment of the nutrition cis software. The software hl-7 interface engine must provide continuous data transmission from cprs for at least the following data elements
" name
" social security number
" religion
" allergies
" date of birth
" race
" diagnosis
" height
" weight
" diet order
" enteral feeding orders
" total parenteral nutrition (tpn)
" ward/room/bed assignment
the software must have the ability to interface with the getwell network in order to allow patients the ability to select their meals directly from the getwell network.
A gateway is used by getwell network to request data to the software database. The gateway is a web service that will interface between the software and getwell. Getwell will send a request to the software to identify the patient and match using the medical record number. The software (currently computrition) obtains the mrn upon admission from vista using the existing hl-7 interface. A request is sent to first match the patient then they request the patient s menu. The software then sends the menu information to getwell. Both systems reside at the va facility and will use the mrn number to confirm the patient behind the scene before displaying the menu on the tv screen. The services provided by the vendor also include oracle dba remote access which will support the software. Oracle dba remote access currently has a mbi and existing master vpn account for remote access. Vendor will need to comply with va training and provide proof as well as verification of the mbi before remote access is granted by the va iso.
Contractor acts as a bi-directional data facilitator, allowing the movement of information between the software and getwell network.
Allow patients the ability to automatically make meal selections from their rooms
meal ordering system will display on the patients monitor
patients can view the nutritional data of menu items ordered
diet specific menus will be available to each patient.
Annual maintenance and support services licenses
certified oracle dba 24/7
this service provides remote oracle database administration needs for each operation, and includes 24.7.365 access to the certified oracle dba staff. The oracle database will reside on the existing software server or environment on the va network with all required security policies implemented. The following will be part of the service.
Periodic performance analysis
oracle emergency support
reporting and resolving all serious oracle alert log messages
proactive database management
team support from professional dbas
oracle software upgrades and migrations
backup and recovery support
monitoring of the database environment
immediate response to any database emergency
same day response to any database non-emergency
regular monitoring of daily maintenance jobs
performs tuning and space optimization available on an as needed basis.
Program software and oracle software to fulfill the requirements of the sow for all visn 8 facilities.
Period of performance:
the contract will be for a period of five years, a base year and 4 option years. However, the option years may be exercised after determination that it is in the best interest of the government, and has been determined that it is the most advantageous method of fulfilling the government s need for these services.
The contract base year and 4 optional years is estimated to begin as follows:
base year - march 27, 2017 thru march 26, 2018
option year 1 - march 27, 2018 thru march 26, 2019
option year 2 - march 27, 2019 thru march 26, 2020
option year 3 - march 27, 2020 thru march 26, 2021
option year 4 - march 27, 2021 thru march 26, 2022
contracting officer representative (cor) duties and responsibiities:
the cor monitors all technical aspects of the contract and assists in contract administration. The cor is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including government drawings, designs, specifications: monitor contractor s performance and notifies both the contracting officer and contractor of any deficiencies; coordinate availability of government furnished property, if required and provide site entry of contractor personnel. The cor will be the point of contact for this requirement. .
va acquisition regulation solicitation provision and contract clause
1. Subpart 839.2 - information and information technology security
requirements
839.201 contract clause for information and information technology security:
a. Due to the threat of data breach, compromise or loss of information that resides on
either va-owned or contractor-owned systems, and to comply with federal laws and
regulations, va has developed an information and information technology security clause to
be used when va sensitive information is accessed, used, stored, generated, transmitted, or
exchanged by and between va and a contractor, subcontractor or a third party in any format
(e.g., paper, microfiche, electronic or magnetic portable media).
B. In solicitations and contracts where va sensitive information or information technology
will be accessed or utilized, the co shall insert the clause found at 852.273-75, security
requirements for unclassified information technology resources.
2. 852.273-75 - security requirements for unclassified information
technology resources (interim- october 2008)
as prescribed in 839.201, insert the following clause:
the contractor, their personnel, and their subcontractors shall be subject to the federal laws,
regulations, standards, and va directives and handbooks regarding information and
information system security as delineated in this contract.
Va information and information system security/privacy language
access to va information and va information systems:
a. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same federal laws, regulations, standards, and va directives and handbooks as va and va personnel regarding information and information system security.
B. A contractor/subcontractor shall request logical (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.
C. 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.
D. 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.
Contractor personnel security requirements:
all contractor employees who require access to the department of veterans affairs computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the va office of security and law enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract the contractor will be responsible for the actions of those individuals that provide or perform work for the va.
All security requirements will be coordinated with the cor.
1. Position sensitivity - the position sensitivity has been designated as ( low ) risk. If elevated access is required such as database/system administration, then designated risk level is moderate (mbi).
2. Background investigation - the level of background investigation commensurate with the required level of access is national agency check (naci) with written inquiries.
Va information custodial language:
a. Information made available to the contractor or subcontractor by va for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the va. This clause expressly limits the contractor/subcontractor s rights to use data as described in rights in data - general, far 52.227-14(d) (1).
B. Va information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure va requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that va s information is returned to the va or destroyed in accordance with va s sanitization requirements. Va reserves the right to conduct onsite inspections of contractor and subcontractor it resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with va directive requirements.
C. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from va, or gathered/created by the contractor in the course of performing this contract without prior written approval by the va. Any data destruction done on behalf of va by a contractor/subcontractor must be done in accordance with national archives and records administration (nara) requirements as outlined in va directive 6300, records and information management and its handbook 6300.1 records management procedures, applicable va records control schedules, and va handbook 6500.1, electronic media sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the va contracting officer within 30 days of termination of the contract.
D. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of va information only in compliance with the terms of the contract and applicable federal and va information confidentiality and security laws, regulations and policies. If federal or va information confidentiality and security laws, regulations and policies become applicable to the va information or information systems after execution of the contract, or if nist issues or updates applicable fips or special publications (sp) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.
E. The contractor/subcontractor shall not make copies of va information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.
F. If va determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for va to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under federal acquisition regulation (far) part 12.
G. If a vha contract is terminated for cause, the associated baa must also be terminated and appropriate actions taken in accordance with vha handbook 1600.1, business associate agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.
H. The contractor/subcontractor must store, transport, or transmit va sensitive information in an encrypted form, using va-approved encryption tools that are, at a minimum, fips 140-2 validated.
I. The contractor/subcontractor s firewall and web services security controls, if applicable, shall meet or exceed va s minimum requirements. Va configuration guidelines are available upon request.
J. Except for uses and disclosures of va information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose va information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with va s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, va information and information systems to the va contracting officer for response.
K. Notwithstanding the provision above, the contractor/subcontractor shall not release va records protected by title 38 u.s.c. 5705, confidentiality of medical quality assurance records and/or title 38 u.s.c. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the va contracting officer for response.
L. For service that involves the storage, generating, transmitting, or exchanging of va sensitive information but does not require c&a or an mou-isa for system interconnection, the contractor/subcontractor must complete a contractor security control assessment (csca) on a yearly basis and provide it to the cor.
Security incident investigation:
a. The term "security incident" means an event that has, or could have, resulted in unauthorized access to, loss or damage to va assets, or sensitive information, or an action that breaches va security procedures. The contractor/subcontractor shall immediately notify the cor and simultaneously, the designated iso and privacy officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.
B. To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to va shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the va information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.
C. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.
D. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the va oig and security and law enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with va and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with va in any civil litigation to recover va information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.
Liquidated damages for data breach:
a. Consistent with the requirements of 38 u.s.c. AA

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