Statement of Need - NMIS Software Title of the project: Brand Name or Equal to Mirion Medical Co. Nuclear Medicine Information System (NMIS) History/Background/Purpose: The Wilkes-Barre VAMC (Station 693) located at 1111 East End Boulevard has a new requirement for: Radiopharmaceutical tracking software and record keeping in the Nuclear Medicine Service. NMIS software is designed to simplify patient scheduling, patient dosing, inventory control, receiving and waste management. All this combined with our comprehensive health physics suite will enable our customers to remain compliant with all regulatory requirements. This updated software procurement was a recommendation on our latest National Health Physics Program inspection. Our current software is outdated and no longer supported. Detailed Description: Nuclear Medicine Information System (NMIS) software is utilized for tracking Nuclear Medicine doses from arrival through disposition. Monthly reports, Unused dose reports, online ordering, patient statistics and complete health physics suite is included to aid in regulatory compliance. Department productivity can be monitored as well as patient trends and volumes. Referring physicians can be tracked, prior patient exams are listed, and upcoming scheduled exams can be seen. Brand Name or Equal Salient Characteristics Item: Nuclear Medicine Information System (NMIS) Essential/significant physical, functional, or performance characteristics. Salient characteristics are those characteristics that make an item equal to the brand name item the VA specifies. Specifically, salient characteristics are those characteristics of the brand name item that the VA needs. Salient Characteristics Radiopharmaceutical tracking Patient scheduling Patient doing Inventory control Waste management Receiving reports Return reports Patient exam lists Consistency/Linearity graphing Area monitoring Instrument QC Summary of the Requirement: Nuclear Medicine Information System (NMIS) is needed. The software is required. Wilkes-Barre VA will install software on VA provided server and VA will provide hardware as well. This purchase will include a barcode reader, zebra label printer, software driver and 2 rolls of label paper. Web training must be included. Deliverables/Installation/Incidental Services: Deliver equipment to warehouse for processing to: VA Medical Center 1111 East End Boulevard Wilkes-Barre, Pa. 18711 POC is Janet Walck 570-824-3521 ext. 27481
[email protected] Warehouse POC Dennelle Ripka 570-824-3521 ext. 27178
[email protected] Deliveries are to occur Monday thru Friday between the hours of 8am-4pm excluding all Federal Holidays Software will be installed by Wilkes-Barre VAMC Biomedical engineer service. INSPECTION AND ACCEPTANCE a) The Contractor shall conduct a joint inspection with the COR upon delivery of equipment. b) Contractor shall provide dates of completion of punch list items and replacement parts and/or short ship items from the manufacturer(s). c) The COR shall ensure all work is completed satisfactorily prior to acceptance. Disputes shall be resolved by the Contracting Officer. WARRANTY a) The contractor shall provide a one-year manufacturer s warranty on all parts and labor. b) The warranty shall include all travel and shipping costs associated with any warranty repair. TASK FREQUENCY AND INSTRUCTIONS The work set forth in the Scope of Work shall be completed in a single visit, be it a single day or multiple days as required for appropriate completion. All work is to be scheduled in advance with the COR. Equipment delivery shall not precede installation by more than 20 days. Installation and implementation must be immediately followed by clinical user training including go live support. Implementation and integration with VistA CPRS shall not exceed 90 days from date of award. SPECIAL WORK REQUIREMENTS The Contractor shall comply with all Infection Control Risk Assessment requirements deemed appropriate by the Providence VA Medical Center during all portions of the work set forth in the Scope of Work. The Contractor must comply with security, privacy, and safety issues in accordance with VA standards, policies, and directives always set forth while providing the work outlined in the Scope of Work. PROPERTY DAMAGE The contractor shall take all necessary precautions to prevent damage to any government property. The contractor shall report any damages immediately and shall be assessed as the current replacement costs for property damaged by the contractor unless corrective action is taken. Any damaged material (e.g., trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the government, upon approval of the Contracting Officer. Other special requirements or situations the Contractor should be aware of because they may affect their ability to deliver the equipment or perform the required installation or other services required. This may include vaccine requirements, TB testing results, mandatory training that needs to be completed i.e., safety, privacy, IT security etc. N/A Language from VA Handbook 6500.6 and VA Directive 6550 as indicated in the respective Appendix A forms included in Force package. VHA Supplemental Contract Requirements for Combatting COVID-19 language. REPORTS/DELIVERABLES: Delivery confirmation of equipment and commodities will be made through BioMed and the Logistics Department of the VA Wilkes Barre (693). This will include documentation of receipt and assignment of a facility based EE number for identification and tracking purposes. Delivery confirmation of non-equipment/ commodities acquisitions is the responsibility of the receiving facility and/ or Service. Records Management Language for Contracts When Federal agencies acquire goods or services, they need to determine what Federal records management requirements should be included in the contract. Federal contractors often create, send, or receive Federal records. Federal contracts should provide clear legal obligations describing how the contract employees must handle Federal records. Agency records officers, procurement counsel, and acquisitions officers must discuss how to integrate records management obligations into their existing procurement processes. NARA has developed the following language to be included as an agency-specific term and condition in Federal contracts for a variety of services and products. The majority of contracts should include language on records management obligations, but each contract should be evaluated individually. For example, the data-rights paragraph (Paragraph 10 below) may not be appropriate for all contracts. Instead, agencies may be better served by one of the established data-rights clauses in the Federal Acquisition Regulations. This language should not replace specific records management requirements included within Federal information system contracts. RECORDS MANAGEMENT OBLIGATIONS A.  Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.  B.  Definitions Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.  The term Federal record: includes [Agency] records. does not include personal materials. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract. may include deliverables and documentation associated with deliverables. C.  Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. [Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of  any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy. The Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract. The 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 from public disclosure by an exemption to the Freedom of Information Act. The [Agency] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training.  All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. End of Statement of Need