R499--Notice of Intent to Sole Source Surgical Communicator - Innovation Project

Page 1 of 15 PERFORMANCE WORK STATEMENT DRAFT Surgical Communicator 1. SCOPE OF WORK 1.1. The contractor shall design, develop, and deploy a secure, scalable digital platform that provides real-time updates and engagement capabilities throughout the surgical journey. The contractor will work hand in hand with the VA SME to co-design the solution, incorporating direct feedback loops into each phase of development to ensure the platform reflects operational realities, fits seamlessly into existing operational processes and enhances rather than disrupts existing workflows. The platform shall be designed to integrate with VistA, VA enterprise services, DSS Livedata and future Oracle Health workflows, enabling automation, improving accuracy, and reducing manual effort over time. The developed solution will be owned and hosted by the VA with ongoing customer service, support and debugging during development and deployment provided by the vendor. 1.2. Core capabilities of the platform: 1.2.1. Real-Time Surgical Status Tracking A visually clean, mobile friendly, milestone- based interface that tracks and displays the key stages of the surgical process, including Pre-Operative, In the Operating Room, Anesthesia induced, Procedure Start, Procedure Complete, Closing, and Move to Recovery. Updates are provided in a clear, intuitive format that is easy for patients and families to understand. 1.2.2. Family & Caregiver Engagement Veterans can designate any number of family members or caregivers to receive surgical status updates. Each participant receives secure, permission-based access using a secure access code, sms link or QR code to view status updates in real time. 1.2.3. Flexible Enrollment Workflows: 1.2.3.1. Patients can self-enroll family members through a simple mobile friendly workflow during the pre-surgical process 1.2.3.2. VA staff can enroll family members during check-in, intake, or pre- operative workflows. 1.2.4. Notification & Access Layer Secure links and optional notifications (e.g., SMS or email) ensure that families are informed of key milestones without requiring continuous manual outreach. 1.3. The contractor shall use the Pilot-to-Enterprise delivery model, a phased approach (4 phases): 1.3.1. Phase I. Design & Discovery 1.3.1.1. Map current workflows and identify integration points 1.3.1.2. Design a human-centered user experience tailored to Veterans and families 1.3.1.3. Engage the VA SME in working sessions to shape workflows, validate user experience designs, and ensure alignment with clinical and operational needs -- 1 of 15 -- Page 2 of 15 1.3.2. Phase II. Build & Integration 1.3.2.1. Develop Minimum Viable Product (MVP) capabilities using secure, scalable architecture 1.3.2.2. Align with VistA and VA enterprise services where applicable 1.3.2.3. Ensure compliance with VA security and accessibility standards 1.3.2.4. Iterate with continuous VA SME feedback, incorporating real-time insights into development sprints to refine functionality and usability 1.3.3. Phase III. Pilot Deployment 1.3.3.1. Launch the solution at VA Central California Health Care 1.3.3.2. Provide training, onboarding, and white-glove support 1.3.3.3. Monitor usage, feedback, and performance 1.3.3.4. Partner closely with the VA SME during pilot execution to capture feedback, identify improvements, and guide iteration toward enterprise readiness 1.3.4. Phase IV. Evaluation & Scale (LONG TERM VISION) 1.3.4.1. Measure outcomes and refine the solution 1.3.4.2. Expand to additional sites and capabilities 1.3.4.3. Transition to enterprise-scale deployment support. 1.4. Scalability 1.4.1. The contractor shall provide a tracker that is designed as a foundational capability that evolves into a comprehensive surgical journey platform. This phased, MVP-first approach ensures that the platform delivers immediate value while continuously expanding in capability and impact. 1.5. Near-Term Enhancements 1.5.1. Pre-surgery engagement, including reminders, preparation instructions, and checklists 1.5.2. Post-surgery follow-up communications, including recovery guidance and care instructions 1.6. Long-Term Vision 1.6.1. End-to-end orchestration of the surgical journey from scheduling through recovery 1.6.2. AI-generated updates and summaries to provide meaningful, human-readable insights for families 1.6.3. Analytics dashboards for VA leadership to monitor operational efficiency, patient satisfaction, and throughput 2. CONTRACT TYPE 2.1. Firm Fixed Price 3. PERIOD OF PERFORMANCE -- 2 of 15 -- Page 3 of 15 3.1. The period of performance for this project will be four months, commencing from the date of award. The project is expected to be awarded by September 1, 2026. Accordingly, the anticipated period of performance will be from September 1, 2026, through January 31, 2027. All work under this contract must be completed within this 4 month window. 4. PLACE OF PERFORMANCE 4.1. The tasks under this PWS shall be performed remotely at the Contractor’s facility. Collaboration with the SME shall take place virtually. 5. TRAVEL 5.1. The Government anticipates no travel under this effort. All Contractor work shall be accomplished virtually. 6. TASK STATEMENT 6.1. Tasks performed shall be of a non-personal nature. VA organizations shall not provide supervision of contractor personnel. Contractor personnel shall at no time allow an employer-employee relationship to develop with VA organizations or their staff. VA organizations will refrain from any activities that create the appearance of such a relationship. 6.2. Contractors shall not perform inherently governmental functions including decision- making, supervision of Government employees, supervision of other contractors on other contracts, and activities that create the appearance of performing such functions. 7. REPORTING REQUIREMENTS 7.1. The Contractor shall provide the Contracting Officer’s Representative (COR) with Progress Reports in electronic form. These reports sh…