6515--667-22-2-133-0080 Getwell Network (VA-22-00045608)

1. BACKGROUND The Overton Brooks VA Medical Center is developing and promoting patient centered care concepts, programs, and initiatives that bring a cultural transformation and improve clinical efficiency and outcomes. Overton Brooks VAMC intends to procure licenses for the GetWellNetwork Interactive Patient Care System for 78 locations. GetWellNetwork has been procured by the VHA Office of Patient Centered Care & Cultural transformation and GetWellNetwork is the only provider of Interactive Patient Care purchased by a VA National Office. The system has now expanded to 53 VA hospitals nationally and has established Veteran-specific features and resources in the GetWellNetwork interactive patient care system. Lastly, GetWellNetwork provides interactive patient care solutions through evidenced based clinical pathway outcomes and web-based management and reporting tools. The scope of work includes: Interactive Patient Care (IPC) Implementation and Installation Interactive Patient Care (IPC) Inpatient Patient Education/Engagement System (Capable of Inpatient, Outpatient, and Home applications) Proposals for these items should meet all functional requirements described herein. 2. PERFORMANCE PERIOD The period of performance shall be a 12-month base for installation and support with four 12-month option periods to provide annual software license, remote support, IPC advisory/support services, internet, and interfaces. 3. TRAVEL The Government anticipates travel under this effort to perform the tasks associated with the effort, as well as to provide management briefings or other consultations as necessary. Include all estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government. 4. SPECIFIC TASKS AND DELIVERABLES At a minimum; the contractor shall: Provide an IPC system based on the requirements and functionalities of this Performance Work Statement Maintain responsibility for their network design and architecture as approved by VA OIT Capability to provide full Internet access at the patient bedside system Capability to possess alignment with Veterans Health Administration (VHA), Veteran Experience Office (VEO), and Office of Patient Centered Care & Cultural Transformation (OPCC&CT) IPC initiatives Provide remote technical support and ongoing maintenance to the IPC system Provide on-site training to all end users (i.e. staff, patients) Provide software updates annually and ongoing software patches as required Show experience integrating with Cerner IPC IMPLEMENTATION AND INSTALLATION No Asbestos or Lead abatement work is expected All work should be done during normal business hours M-F 7:00am 4:30pm however contractors will be permitted to say into regular visiting hours if needed Contractor will sign in daily and follow hospital check in procedures All contractor and installation equipment and materials can be stored on site in the main hospital and storage location may be used as staging are during the project Contractor is responsible for cleaning up trach or refuse on daily basis to maintain clean work environment Contractor will ensure they consult with the Overton Brooks VAMC infection control and patient safety officers as determined by the facility prior to executing work in all areas and shall follow all recommendations of these officers. The contractor will also adhere to all infection control and policies when working in patient locations in accordance with the facility s standard operating procedures Upon completion of each work day and at the end of the project the contractor will remove and stow all project associated materials and tools, dispose of all refuse and ensure work areas are clean Existing Coax connection to the TV will be utilized. Existing Power in all locations will be used No entertainment wiring cabling needed Existing TV signal and channel line-up will not change Existing wall structure will support new LG smart TVs, wall re-enforcement or reconstruction is not required. Contractor will mount, program, register and QA 78 SmartTV locations Contractor will remove existing (78) TV s and hardware Contractor will install (16) new 32 Smart TVs and footwall mounts Contractor will install (62) Smart TVs, mounts, plates and swing arms Contactor will run data cable for 78 locations Contractor will provide fiber and installation for 3 IDF locations Contractor will install, configure test and label GetWellNetwork headend system Contractor will provide (1) DMARC CAT6 extension Contractor will install, configure, test and label (3) new IDF switches Provide a new Internet connection to support the IPC system and allow patients to access the Internet. Contractor shall provide project management for the IPC system. Contractor shall manage the installation of the internet connections, server head ends, network switches, in-room equipment, content configuration, software activation, and training. The contractor will install and QA the installation of In-Room Hardware. Hospital will coordinate bed availability with the Contractor with access to a minimum of 5 beds per day on average. Government will provide escorts when contractors are working in the IDF closets. In IDF locations where no rack space is available and new equipment will require wall mounting, the government will be responsible for installing new fire rated plywood for equipment mounting if not already installed. Contractor personnel onsite for installation required to have OSHA training and TB Testing. Deliverables: Installation and QA of In-Room Hardware for the IPC System Contractor responsible for cleaning up of all refuse during installation. Contractor will ensure they consult with the Facility s Infection Control and Patient Safety Officers as determined by the Facility prior to executing work in all areas, and shall follow all recommendations of these officers. The Contractor will also adhere to all infection control and policies and safety policies/ procedures when working in patient locations and in accordance with the facility's standard operating procedures. - Upon completion of each work day and at the end of the project, the contractor will remove and stow all project associated materials and tools, dispose of all refuse, and ensure work areas are clean. - IPC HEADEND HARDWARE The Contractor shall provide all IPC System rack(s), servers, and Cisco switches necessary to deploy an air-gapped contractor managed network with new Internet connection provided by contractor outside the VHA IT network. The IPC system shall connect to the VHA network through a fully-developed, tested, and OIT Enterprise approved interface with VistA/CPRS. The Contractor shall provide and install switches in IT closets or hospital-determined locations. Adequate space and power, in a secure location, will be provided to install a new GetWellNetwork provided server cabinet to house new GetWellNetwork application servers, video servers and network equipment. Adequate space and power, in a secure location, will be provided in existing IDF closets for the installation of new access switches and patch panels to support interactive TV locations. Deliverables: IPC system server and network hardware OI&T Enterprise approved network design IPC HARDWARE The Contractor shall supply all IPC System hardware and manufacturer warranties including spare quantities as indicated below: Head End Servers 3 - Network Switches 16 - 32 SmartTV and bracket 78 SmartTV Accessories (PillowSpeakers) 62 AIO Bundle (includes LG 15 Touchscreen, mounting, swing arm and keyboard) Deliverables: IPC System hardware Manufacturer warranty on all hardware IPC TRAINING The Contractor shall provide all required training for the IPC system including: System Manager Training (Contractor Training Site, Up to 2 attendees per medical center) System Technician Training (Medical center, Up to 8 attendees per medical center) Super User Training (Medical center, 3 days unlimited attendees) Launch Support (Medical center, 3 days unlimited attendees; at least 2 Trainers 9am-5pm, 1 Trainer 1 night 9pm-11pm) Deliverables: Training for IPC system INTERACTIVE PATIENT CARE SYSTEM The Contractor shall provide, install and configure an Interactive Patient Care System to educate and engage patients in their care. Contractors must be able to demonstrate all required characteristics exist in production and should specifically describe how the contractor s functionality meets each requirement. 7.1 Patient Experience Configurable for each individual patient Internet Access Browser must include zoom in/out capability (contractors should indicate which browser is utilized by their IPC System) Patients must be able to register and log into the myHealtheVet Patient Portal. Internet content must be filtered by the vendor using a proxy server Vendor must provide the internet circuit. Games - Both pre-loaded and internet based games should be available within the IPC System. Entertainment Movies - 40 entertainment movies should be made available on the IPC System. At least 8 movies should be rotated quarterly with new movie titles. Shopping Options - Shopping options should include internet based shopping options as well as custom shopping content pages created for services like the Patriot Store. Multi-language Capability - System should be capable of providing at least 2 language options (English and Spanish). Language preference shall be configurable by the patient within the IPC System, automatically through language preference within VistA/CPRS, and by staff within the management console. 7.2 Patient Experience Configurable for each individual patient Patient Experience focused on Outcomes patient experience should have gamification functionality to show patient tasks they've completed and remaining unfinished tasks IPC System should be customizable to the patient at each location based on information received through the VistA/CPRS interface IPC Vendor must offer the ability for patients to interact with the software using assistive adaptor technology such as sip and puff controls. 7.3 Patient Education Staff educators must have the ability to preview potential supplemental content from education content providers through vendor s web portal. Patients should be able to access on-demand VA owned/contracted education content Contractor shall provide at least 400 education videos with the IPC Licenses Content includes veteran specific education content from third party content vendors (including peer-peer content offerings); a list of content partners included with the IPC license should be included. IPC System should be able to provide a customized education library for each patient. The customized patient library must be capable of being populated through: Management Console VistA/CPRS Interface Staff Only Section of Patient Experience 7.3 Patient Alerts - Overlaid on top of TV Program or Movie The size and shape of patient alerts should be configurable to overlay on top of television content and shall not take up the entire TV screen, switch channels, or TV inputs. Alerts should be configurable within a management console control panel accessible by VA staff. 7.4 Web Based Management Console Executive / Administrative Reporting within the management console Real-Time Summary Dashboard with unit/date range filter capabilities showing utilization, Patient Satisfaction Levels, Comments, and Service Requests within the management console Real Time System & Content Changes within the management console Patient Profiles showing education completion, satisfaction, and discharge readiness within the management console 7.5 Patient Feedback Capability Patients should be able to access survey questions in on-demand menu IPC System shall be able to prompt patients without taking them completely off their screen to provide feedback at pre-programmed days/times. Questions should be capable of being limited based on patient admission/discharge so as not to over prompt a single patient. Feedback questions shall be able to be customized by unit. Negative feedback should be sent to Staff immediately by email or communication device. Web-Based Reports should be available through the management console with a summary patient satisfaction dashboard filterable by unit/date range. Follow up questions should be capable of dynamically changing based on patient s response to a previous question. 7.6 Content Flexibility Ability to configure IPC system with custom on-demand and alert content with VA initiatives and content (ie. Whole Health Model of Care) 7.7 Client Community Website Contractor should include unlimited user access to a contractor managed IPC community website for sharing of IPC implementation best practices. Community website should be dedicated to VA clients. 7.8 Staff to Patient Messaging Ability for staff to send one-way messages (customizable canned or free text) to the patient from the management console. 7.9 Patient Portal Contractor must have capability to allow patients to login into the patient portal (My HealtheVet) in the hospital and at home to access education content assigned specifically to them in any previous VA encounter with the vendor s inpatient or outpatient IPC system (potential future add on; not required to be included in this PWS). 7.10 VistA/CPRS Interfaces Interfaces must include: Admissions, Discharge, and Transfer (ADT) Interface (from VistA) Education Orders (from VistA/CPRS to IPC System) Interface Education Results (from IPC System to VistA/CPRS) Interface LDAP (Management Console Login) Interface Medications Interface Dietary Interface (if the medical center has installed the appropriate dietary system prerequisites) Clinical Communication Device Interfaces (e.g. Vocera) VistA/CPRS Interface with simultaneous Internet Access from the IPC System patient experience Patients cannot access the internet through the VHA network. Describe and provide a network diagram demonstrating their system s capability to provide patients with internet access while interfacing with the VistA/CPRS. Vendor must provide OIT Enterprise approval documentation for network design proposed. 7.11 Nursing Tools at the bedside The IPC System should offer clinical tools at the bedside that complement nurse/physician workflow at the bedside. Nursing bedside login to quickly view education completion without having to review CPRS documentation Nursing bedside login to start patient facing workflows Nursing bedside login to view and customize generic images to save to the patient s personalized education menu Deliverables: Content design: This solution shall be designed to reflect how the Medical Center operates and fully customized to our specifications. The system must be built and implemented such that it reflects the values, goals, and objectives of the Medical Center. The leadership and staff of the Medical Center, as primary stakeholders, are critical to ensuring that this solution meets all of their criteria. While overall project management will be handled by the contractor, decisions of the Medical Center stakeholders will drive the design of each of its individual components. The Contractor shall develop the menu options and programming in accordance with the facilities decisions. The Contractor shall discuss IPC with the medical center leadership team and guide them in selecting three key outcome (i.e. performance improvement) priorities to be achieved through the implementation of the IPC program. The IPC functionality, menus, interfaces and content shall be defined and configured to drive the outcomes sought by the organization. One year software licenses: Beginning at the time of system acceptance by the Government (date of approval for 1st bed in 1st unit to go-live), a one-year license for all software. The Contractor shall provide software licenses for operation of the software provided in the base period of the order. These licenses include the individual license for the IPC System at each television location. Contractor will be responsible for procuring and managing the installation of all equipment, parts, software, and software licenses to complete installation. INTERACTIVE PATIENT CARE ADVANCED PATHWAY SOFTWARE UPGRADE The Contractor shall provide, install and configure a software upgrade to provide advanced functionality that will prompt and engage the patient proactively in their care process according to algorithms that provides different alerts and/or content based on patient actions taken within the IPC system or clinician actions in the management console or nursing tools. Contractors should specifically describe how the contractor s functionality meets each requirement. Patient Pathway Workflow Engine Capability IPC System must be capable of engaging patients within existing clinical workflows. Contractors should provide sample workflow diagrams Workflow engine must be customizable and capable of alerting patients based on multiple triggers (admission, date, time, gender, patient interaction, medication, diagnosis, nursing trigger in nursing tools). Alerts must allow for branching with branching logic capable of delay between alerts. Based on patient interaction/responses to workflow alerts, the workflow engine must be able to follow up with various and multiple automated actions customized to the clinical workflow. Vendor workflow engine must be capable of allowing government to customize and create additional patient workflows. Provide a list of the current Pathway templates included. Deliverables: Content design: This solution shall be designed to reflect how the Medical Center operates and fully customized to our specifications. One year software licenses: Beginning at the time of system acceptance by the Government (date of approval for 1st bed in 1st unit to go-live), a one-year license for all software. The Contractor shall provide software licenses for operation of the software provided in the base period of the order. These licenses include the individual license for the IPC System at each television location. Contractor will be responsible for procuring and managing the installation of all software licenses to complete installation of the upgrade. DIGITAL WHITEBOARD LICENSES The Contractor shall provide, install and configure an Interactive Digital Patient Facing Whiteboard on the patient television. Contractors should specifically describe how the contractor s functionality meets each of the requirements: Interactive Digital Whiteboard The Interactive Digital Whiteboard should replace the patient whiteboard in the patient room. Provide screenshots. Digital Whiteboard should be a dedicated Whiteboard User Experience and not a content page within the standard IPC System User Experience. Digital Patient Whiteboard should include the Staff assigned to the patient, ability to ask questions and see a log of the questions asked, staff visit tracker, Patient Schedule, Patient Tasks, Patient Goals, Clinician notes to the patient, Patient Journal, and Patient Friend/Relative Contact Information. Patient and Staff should have the ability to hide or disable content respectively. The management console should provide the ability to update individual whiteboards or bulk update a group of Digital Patient Whiteboards. Patient tasks in whiteboard should be able to be manually created in management console or automatically assigned based on pathways. Digital Whiteboard should have ability to shrink the TV picture in order to display key whiteboard information on TV screen at all times or when called up by clinicians (configurable by the medical center). Deliverables: The functionality, menus, and content shall be defined and configured to drive the outcomes sought by the organization. One year software licenses: Beginning at the time of system acceptance by the Government (date of approval for 1st bed in 1st unit to go-live), a one-year license for all software. The Contractor shall provide software licenses for operation of the software provided in the base period of the order. These licenses include the individual license for the Digital Whiteboard at each television location. IPC PATIENT/CLINICAL WORKFLOW TRAINING The Contractor shall provide Patient/Clinical Workflow Training for the IPC system. When implemented correctly, Interactive Patient Care is a new way of delivering care that directly involves patients in the care delivery process. Four patient clinical workflows that are aligned with VA and Medical Center strategic priorities include: Discharge Planning, Fall Prevention, Pain Management, and Staff Responsiveness. Contractor will lead training with the executive team and staff teams to build and train on the four designated workflows that actively involve patients within existing clinical workflows. Contractor will then configure the Interactive Patient Care system to implement the functionality required by the new workflows and train front line nursing staff. Advanced IPC Workflow Training Contractor will lead training with the executive team and staff teams to build and train on workflows that actively involve patients within clinical workflows. Trainers should have clinical and healthcare leadership backgrounds. Should include Executive Kickoff Session, Current State Process Development Session, Future State Process Development, Leadership Change Management and Implementation Session, Executive Summary Session Deliverables: Patient/Clinical Workflow Training for IPC system IPC SYSTEM ADVISORY/SUPPORT SERVICES The Contractor shall provide system support throughout the term of the software licenses including remote help desk support and regional client support management to both end-users and VA personnel. Support will include routine system updates and 24x7x365 Help desk support provided remote through the vendor call center. Contractor will provide a regional support team responsible for the overall success of Interactive Patient Care at the medical center. At a minimum, the regional support team should include Clinical, Technical, and Operational Support Resources. IPC Advisory Services staff will work with leadership on outcome priorities and staff on workflow design projects, provide staff and patient training, and work with the Medical Center on content updates. Deliverables: IPC System Advisory/Support Services IPC INTERNET SERVICE The Contractor shall provide Internet Service to support the IPC System at each facility. Internet service should be used by contractor for remote support and for use by patients within the IPC System. Deliverables: Internet Service for IPC System