SAM #36C25626Q0808

VA Solicitation for Computrition Hospitality Suite Software and Services

This opportunity involves the Department of Veterans Affairs seeking a comprehensive food service and nutrition care management software solution for the Veterans Healthcare System of the Ozarks. - Government Buyer: - Department of Veterans Affairs - Sub-agencies: G.V. (Sonny) Montgomery VAMC; Veterans Healthcare System of the Ozarks - Contracting Office: G.V. (Sonny) Montgomery VAMC, Contracting Office - OEM Highlight: - Computrition is the specified Original Equipment Manufacturer (OEM) for all software and modules - Products/Services Requested: - Computrition Hospitality Suite Client/Server Software License (Windows-based, automates food service operations and nutrition care management, integrates with VA VISTA system) - NCM/FOM Platinum module - Multi-Site HL7 ADT/Orders/Tube Feeding-Additional Site license - HS Single Sign On Module - Extended Support Services - On Site Application Training/Consulting - Training Travel Expenses - Quantities: - 1 license or service per line item (base year), with four additional option years for renewal - Notable Requirements: - Software must integrate with VA VISTA system and support Single Sign-On - Must comply with VA IT security, privacy, and information security standards - Requires handling of protected health information and a signed Business Associate Agreement - System must support menu planning, inventory, production planning, nutritional analysis, purchasing, HACCP compliance, and include USDA nutrient database and vendor-supplied food data - Customization, secure data transfer, and robust reporting capabilities are required - On-site training and extended support are included - Place of Performance: - Veterans Healthcare System of the Ozarks, Fayetteville, AR - G.V. (Sonny) Montgomery VAMC, Jackson, MS (contracting office)

Description

STATEMENT OF WORK This solicitation uses a Brand Name or Equal description of the product required. This permits prospective contractors to offer products other than those specifically referenced by brand name. All offers must work with existing equipment that has already been purchased and is currently in use at the station. Scope of Work: Base year operation and 4 additional Option Years license for Computrition's Hospitality Suite Client/Server Software for the period of 6/8/2026 - 6/8/2027. Location of Work: Nutrition & Food Service Veteran's Healthcare System of the Ozarks requires a food service software system that will automate Food Service Operations and Nutrition Care Management. The software should be Windows-based, user-friendly, featuring point-and-click functionality and rapid data processing. It must be able to integrate with the VA VISTA system with a preconfigured standalone interface that is ready to be integrated into the hospital network. The system must be in compliance with all IT requirements, including Single Sign-On capabilities. Food Service Operations Management: Manage standardized ingredients, scalable recipes, and menus. Automate ordering and inventory. Streamline production. Transfer real-time admission, discharge, transfer, and diet order information from VISTA to the new system. Have a unidirectional interface enabling secure transfer of information from VISTA to the new system without overwriting data, security breaches, or data corruption. Support menu planning, inventory, production planning, forecasting, nutritional analysis, purchasing, automated ordering, and cost controls. Support a tally sheet for production, patient-specific substitutions, and date-specific nourishments. Include perpetual inventory capability with tracking and history reports by various parameters; reports should be customizable, viewable on screen, printable, or exportable to formats like Excel, PDF, HTML, and graphics. Forecast inventory requirements, pre-cost and post-cost capabilities, define batch or distribution sizes, transfer items between locations, generate backup purchase orders, and calculate year-to-date information by product category. Enable electronic ordering, vendor price updates, and support multiple menu types simultaneously (e.g., Day Care, CLC, Room Service). Allow global location and change of items within recipes and menus for recall management, with the ability to link recipes, ingredients, nutritional content, and allergens, and compare to patient diet orders. Block allergen selection to prevent human error, ensuring foods to which a patient is allergic do not print on tray tickets, kitchen tickets, or nourishment labels. Include USDA nutrient database and vendor database, with the ability for end users to add new nutrient data. Nutrition Care Management: Track patients' diet orders and changes, allergies, likes/dislikes, demographic data. Create patient-specific meal patterns, produce on-demand menus and tray tickets. Provide comprehensive nutrient analysis and calorie counts. Manage recipes and menus, automate HACCP compliance. Track nutritional needs from admission to discharge, including calorie counts, carbohydrate counting, preferences, diet orders, and tube feeding management. Integrate with VA VISTA system for real-time transfer of admission, discharge, transfer, and diet order information, with secure unidirectional interface. This request is for Veteran's Healthcare System of the Ozarks. VA Privacy Information: It has been determined that protected health information (PHI) may be used, disclosed, accessed, transmitted, created, stored/maintained, and/or destroyed (with proof of destruction in compliance with VA Directive 6371) by the Contractor, and a signed Business Associate Agreement (BAA) is required. The Contractor will adhere to the BAA and comply with all applicable VA/VHA directives. Once awarded, the Contractor and Contracting Officer will collaborate with the Facility Privacy Officer, Maegen Jones (Maegen.Jones@va.gov), to implement the BAA. 1. General: This section applies to all acquisitions requiring information security and privacy language. Contractors and personnel will be subject to federal laws, VA directives, and standards regarding information security and privacy. 2. VA Information Custodial Language: The Government shall receive unlimited rights to data and intellectual property first produced and delivered in performance of this contract, including source code and documentation, as per FAR 52.227-14. Information provided by VA will be used only for contract purposes, and not for other uses without prior approval. VA information will not be co-mingled with other data; the contractor shall ensure compliance with data protection requirements. VA reserves the right to conduct audits and assessments of contractor IT resources. The contractor may only use VA information within the scope of the contract and applicable laws. Copies of VA information shall only be made as necessary, and destroyed after use in accordance with VA directives. In case of contract termination, the contractor shall return or destroy VA data as directed, using VA-approved methods and encryption tools. All electronic media used to store VA information shall be returned or securely disposed of, with destruction verified and reported. 3. Access to VA Information and Systems: Requests for access shall be limited to what is necessary for contract performance. All personnel shall sign the VA Rules of Behavior before access is granted. Background checks and security investigations shall be conducted as per VA policies. Access shall be limited to U.S. locations unless otherwise approved, with a detailed plan for foreign work if applicable. Personnel separation or change in access shall be reported immediately, and access revoked accordingly. Returned VA property, including badges and equipment, shall be promptly returned upon termination or change in access. 4. Training: All personnel shall complete VA Privacy and Security training (TMS #10176) initially and annually. Sign and acknowledge understanding of Rules of Behavior annually. Complete any additional required cybersecurity or privacy training. The contractor shall provide certificates of training and acknowledgment within five days of contract start and annually thereafter. Failure to complete training may result in suspension or termination of access. 5. Security Incident Investigation: Suspected incidents must be reported immediately to VA OIT's Enterprise Service Desk at (855) 673-4357. Provide incident details within one hour, including date/time, involved individuals, location, cause, data compromised, and remediation measures. Continue providing updates and cooperate fully with VA investigations. Follow VA policies for incident response and breach management. Report criminal activity to law enforcement and VA OIG, and cooperate with investigations and legal actions. In case of data breach involving PHI, notify VA and follow breach management policies. Vendor Requirements, Access, and Activities: Manage Federal records in accordance with applicable laws and NARA policies. Ensure proper handling, storage, and destruction of records, with immediate reporting of unauthorized disclosures. Obtain approval before engaging sub-contractors that will handle VA information. Use VA IT equipment only for authorized purposes. Do not create or maintain unauthorized records containing VA information. All data and records produced are property of the U.S. Government, with rights as specified by FAR clauses.

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