This is a Sources Sought Notice for an Electronic Tracer System for Readiness Compliance for the Ann Arbor VA Health Care System. See the draft tasks and deliverables below, subject to change. Please respond if you have the ability and intent to complete this requirement. Include in your response the following information: Capabilities Statement; Company Name and Address; DUNS Number; Socioeconomic Size Status (e.g. Large, Small, WOSB, SDVOSB) Point of Contact information (name, phone, email); FSS or GSA Contract Number, if applicable. This Sources Sought Notice is intended to locate any business capable of performance. The anticipated NAICS Code for this requirement is 541614. This is not a Request for Quotation and quotes shall not be reviewed at this time. The Department of Veterans Affairs shall not be responsible for any costs incurred by the contractor as a result of this Sources Sought Notice. This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. All responses shall be submitted via email by Monday, November 19, 2018 at 3:00 PM EST. Responses shall be submitted to Jeremy Boston at
contact@example.gov. Phone calls shall not be accepted for this notice. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Best Practice: VAAAHS requires "Best Practice" templates developed from practical use. In addition, these templates should be customized for VAAAHS use. Specifically; Clinical Quality Medication Management Medical Record Leadership Single Platform: All tracer's tools shall be on a single platform. A critical success component is to have seamless integration of all tracers. This foundation will allow the deployment of the same observations in multiple tracers and consolidation of results to a single facility indicator. For example, "Are fire alarm pull stations intact and free from obstruction?" could be asked in a Clinical Quality, Leadership, and EOC tracers by different people at different times yet still produce a single facility result truly indicative of quality performance. Deployment Options: The tool should have the capability to be deployed in an electronic format. Typically, there is a combination of deployment options selected for different tracers to suit the particular process, the culture of the facility and to ensure the most efficient use of VAAAHS staff efforts. Closed Loop Follow up - Speed of notification of items that fail and assurance that follow up on items failing are "critical" success factors for the Electronic Tracer System. The tool should have a unique reporting process which documents compliance and identifies deficiencies and also has a unique one-of-a kind automated follow-up process to notify responsible officials. This electronic process ensures corrective action is taken in a timely manner through a hierarchical notification process. If the deficiency is not corrected within the VA required timeline, escalation notices are generated. Electronic Tracer: Within 60 minutes to 72 hours of download of tracer results, an electronic follow up message will be received by the person responsible for correcting the issue. Any exceptions with the time frames should be coordinated through the Quality Management Service with coordination by the COR. Escalation: If items are not corrected within the designated time limit, escalation notices will be generated to advise Services that issues are outstanding. If a department contact is changed, the tool automatically reissues all outstanding follow up to the new contact assuring ongoing attention to failing issues. Return of Completed Electronic Tracer: Upon completion, the data should be downloaded securely {Meeting VHA security and encryption requirements). Progress Reminders: A key element of effective Patient Safety & Quality Improvement is meeting a predetermined frequency and volume of tracers that will be completed. The tool should drive this process by providing scheduled reminders that are customized specific to V AAAHS needs. This discussion will take place during the "Kickoff Meeting." Push Technology: The tracer tool should be designed around push technology based on VAAAHS needs to include dashboards, charts, reports, graphs and other applicable visual data aids. These shall be produced by contractor. VAAAHS will have the ability to: Make immediate changes to the tools. Have immediate access to the most recent reports. Have the ability to receive and provide live feedback/input at any time. Quality Performance Dashboards Layout Standard Trends At A Glance - Summary look that provides snapshot of results and drives performance improvement action. Drill Down Details - Provides level of detail that may assist in analysis and improvement. Continuous Survey Readiness Results - Provides all results for dashboard. Facility Dash board that provides Senior Management a consolidation of all electronic tracer s system conducted in VAAAHS. Individual Dashboards shall allow in-depth analysis of the specific activity. As an example, the Environment of Care committee may want to focus on specific hospital/clinic areas. Department Dashboards - This will involve department-based and staff in the collection of data and will be able to provide feedback on each specific department results. The tool should be able to provide a dashboard of the electronic tracers conducted in the facility regardless of who conducted the tracer. This provides transparency and improvements as each department manager reviews their dashboard showing results and identifying issues which will increase their ability to have a systematic process of monitoring improvements. Continuous Survey Readiness Dashboard - All template questions should link to all continuous survey readiness (CSR) standards, chapters, elements of performance level. Discussion will occur during the kickoff meeting on how and when the contractor will provide updates to the electronic tracers. Rolling compliance status should be available at a glance. Updates and additional questions will be linked to the appropriate standard and should be automatically updated in the electronic tracer system by the contractor. Top l 0 Filtering - Part of the Dashboard and Performance Improvement benefit is that this data is filtered down to "top l O" issues so management can immediately focus on improvement priorities without being overwhelmed with data. This top 1 O filtering capability should be available for all levels at the VAAAHS as a key performance improvement driver such as but not limited to: Top 10 deficient questions Top 10 failing areas All questions failed on electronic tracer system dashboard Top ten areas not compliant with follow up Requirement for Improvement (RFI) Calculator - In addition to the Dashboard, the electronic tracer system will produce an estimation of Requirements for Improvement (RFI's.) The system will review all data and will provide graphical trends with Direct and Indirect Impact RFI's. The system should be updated by contractor when data is changed. This will provide value when communicating the compliance status.
