Q--EK - Clinical Application Coordinator

This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract on the basis of this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. Sources Sought Information: The VA Heartland Network 15, Contracting Office located at 3450 South 4th Street, Leavenworth, KS, 66048-5055 is seeking a potential qualified contractor to furnish Computerized Patient Record System (CPRS) Clinical Application Coordinator (CAC) services for the Topeka VA Medical Center: 2200 Gage Blvd, Topeka, KS 66622-0001. Provide the following: Capabilities Statement SDVOSB / VOSB / Small Business status Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 561110 (Office Administrative Services). Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM located on the web at www.sam.gov). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors should submit information by e-mail: to contact@example.gov. All information submissions should be received no later than 9:00 am CT on June 19, 2017. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation will be published. See Statement of Work below: STATEMENT OF WORK Computerized Patient Record System (CPRS) Clinical Application Coordinator Services 1. The Contractor shall provide Computerized Patient Record System (CPRS) Clinical Application Coordinator (CAC) services to cover for the Topeka CAC vacancy, to train in accordance with the terms and conditions outlined herein. Services shall be provided to the Eastern Kansas Health Care System (EKHCS), at the following location: VA Eastern Kansas Health Care System 2200 SW Gage Boulevard Topeka, KS 66622 May be provided to other VISN 15 Medical Centers should the need arise. Non-Personal Services (1) This is a non-personal services contract. Personnel rendering services under this contract are not subject, either by the contract s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. The Government shall not exercise any supervision or control over the contract service providers performing services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government. 2. The qualifications of such personnel shall be subject to review by the facility Chief of Staff and/or designee. The work provided will impact all clinical personnel within the medical center, by ensuring that the computerized medical record system runs optimally. 3. Contractor is responsible to provide coverage during the medical centers administrative hours, up to 40 hours a pay period. EKHCS will make every attempt to schedule services with at least two weeks notice. There may be times when, due to unplanned circumstances, coverage is needed on short notice. The awarded contractor s personnel is not guaranteed forty (40) hours work per pay period or an eight (8) hour day. 4. Payment shall be made only for hours actually worked. The Contractor s personnel must be present at the EKHCS facility and must be actually performing the required services for the period as specified in the contract. Payment for any leave, including sick leave, holiday or vacation time, is the responsibility of the Contractor. 5. The contracted rate will be paid at an hourly rate. Any per diems and/or travel will be paid at the GSA travel rate. The Contractor shall provide all liability insurance, services, lodging, transportation, communications and associated expenses, (e.g., meals) for the performance period. 6. The COR is responsible for monitoring contract compliance and for verifying that services called for under the contract, as attested to by the Contractor, have been performed. Notification and scheduling will be mutually agreed upon between the VA and the Contractor. The COR shall monitor performance through direct observation as well as observation of work results on an on-going daily basis. 7. Contractor personnel will work exclusively with the computerized health record and must have an extensive knowledge of computer software used by the Veterans Health Administration (VHA) and how to make changes to the software and programs. The contractor personnel will be expected to serve as the knowledge expert for the electronic health record (CPRS), VISTA, and associated clinical software. They need to have expertise in informatics technology and clinical operations and have the ability to develop performance management tracking tools. They also need to be able to extract, analyze, and provide data to assess treatment impact. They need to be an expert in setting up clinical templates that are interactive with the medical record and will pull in specific data from the medical record into the consult to enable the provider to see all relevant medical data from the consult and not have to cut and paste data from the medical record They must be an expert in implementation of new patches and preview changes to the Clinical record package to identify vulnerabilities. They must have the knowledge to test new patches for the network and have the ability to amend the patches to make them functional. They must have the knowledge to troubleshoot CPRS problems, for the whole of VISN 15 and the Western Orbit, and make the corrections to resolve the issue so the CPRS program continues to work effectively. They must be able to educate new providers on the functions of the medical record program and be available to respond to any questions that arise on how to use the CPRS program. They must be an expert in clinic set up and know how to make appropriate changes to clinics. They need to make corrections to the electronic medical record when an entry is made on the wrong patient. They will serve as the expert to orient and mentor the new Clinical Applications Coordinator (CAC), once the new CAC is hired, to the above duties required by that position and provide this service until the individual can perform core duties independently. An ideal candidate will have been a CAC for the Veterans Health Administration (VHA) and will already have experience with the various computer technologies used by the VHA, as noted above.