VHA Program Executive Office

Surgery Program Management Office 2014 Status Briefing

Doris Richardson, RN, MSN, MAProgram Manager, Surgery

Marcus ButlerProject Manager, Surgery

12/2014

Agenda

• Program Executive Office (PEO)

• Program Management Office (PMO) Roles & Responsibilities

• Overview of FY13 /14 Projects

• Questions

What Is A Program Executive Office?

• The PEO is designed to:

1. Optimize products/services while streamlining the use of resources

2. Reduce program risk

3. Minimize program cost by:• Implementing VHA wide procurements• Reducing duplication• Leveraging resources (people, technology, and

communication)

What Is A Program Executive Office?

• Allows for the capture and optimization of resources across the enterprise.  The optimization features include a focus on:

– Cost – Budgets/Resources allocated for designed tasks– Schedule – Program schedules with dependencies/effort‐based estimates

– Performance – Value added by the acquired  product– Strategic Sourcing – Actively manage the Supply Chain for continuous improvement in procuring products and services

– Process Standardization – Implementing industry standards; developing, compiling and implementing best practices while promoting the use of standard tools/templates; and providing guidance and support to all stakeholders

– Third‐party Activities – Includes partnerships with Service providers aimed at mutually optimizing goals, objectives, and results in a quantitative manner

– Metric‐based Reporting– Supply Chain Management

Benefits of the PEO Structure

PEO Structure… Defines/rationalizes business rules in a clear/precise manner

• Centralizes business processes• Controls program costs and focuses on core competencies • Consolidates buying power at an enterprise level• Establishes enterprise configuration parameters• Controls the projects’/programs’ master schedule • Establishes/enforces compliance in an uniform manner • Increases responsiveness to safety recalls/issues• Manages overall program risks• Implements change management• Controls how much change the program/project can absorb• Facilitates decision making and resolution• Enhances individual and overall project/program training

PMO Areas of Responsibility

• Process Development/Implementation

• Acquisition Planning

• Data Analysis/Business Case Development

• Budget Development & Execution (Internal)

• Program Development

• Program/Project Management

• Compliance

Surgery PMO Program Description

Program Description - The Surgical Program Office will provide VHA with a centralized coordinated management of multiple ongoing inter-dependent projects

Program Areas:General Surgery Specialty Surgery (Urology, Cardiothoracic, Neurology, Ophthalmology) Dental (Oral Maxillofacial)Dietetics – Nutrition Prime VendorMental Health Women’s HealthSterile Processing Service (SPS)Cardiology

Surgery PMO Business Management ProcessThe phases of Project Management are iterative. All techniques and strategies used in an element of work are dependent on another element of work.

The Surgery PMO is concerned with the integration of the following business process management: • Planning• Scheduling• Budgeting• Work authorization• Cost accumulation management processesThis provides the capability for establishing the performance measurement baseline; identifying work progress and collecting actual costs, facilitating management analysis, insight, control and corrective actions.

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Current Projects – Estimated Contract Value

Current SAC Projects Annual SpendEP Lab Catheters $8,600,000

Urinary Catheters $1,767,795

Pulse Oximeters $2,520,298

Sutures $13,500,000

Electrocautery Devices $3,500,000

Endoscopes $1,700,000

Vital Signs Monitors $2,744,823.21

Endoscopic Trocars $3,360,000

Wound Closure Devices $24,400,000

Endoscope Forceps $10,488,439.27

Electrosurgery and Supplies $3,929,660

Total – Estimated Annual Value of Contract Awards $ 73,766,192.27Total – Estimated 5 Year Value of Contract Awards $368,530,961.35

PM Surgery

Program Specialty Area Projects (Future)

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ProjectsAnesth. Breath. Circuits ND Yag Lasers Intra Oral Cameras

Resuscitator Bag (Disp Adult Size) HO Yag Lasers Dental Cart Delivery System

Wound Closure Strips Surgery Lasers Digital Imaging System Dental

Surgical Robotic Systems Dermatologic Lasers Illuminated Dental Mirrors

Dental Lasers Surgical Instruments Dental Compressor and Vacuum Pumps

Dental Chair Steam Sterilizers Dental Scalers

Accelerate OR Kits Gas Sterilizers Dental Ultrasonic Bone Surgery SystemCap, Operating, Surgery (women) Plasma Sterilizers Instrument Washers

Surgical Adhesive Table Top Dental Sterilizers Arthroscopes

Corneal Topography Systems Pneumatic Tourniquets Custom Surgical Packs

Phacoemulsificat. Catacact Extraction Dental Panoramic X-Ray Surgical Bone Cement

Operating Room Tables Dental Bone

Surgery PMO Basic Ordering Agreement (BOA's)

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IPT BPA NUMBER CONTRACTOR COMMODITY START DATE

EXPIRE DATE

LINE ITEM

EST. VALUE OF AWARD

TYPE SIZE

Surg VA797-BO-0357 Bosma Enterprises Surgeons Gloves 08/01/10 07/31/15 228 $167,716 JWOD

Surg V797P-2003 Allied Health Care Cap, Operating, Surg. Woman's) 04/01/09 03/31/14 26 $3,492,547 JWOD

Surg V797P-2002 Washington-Greene

Suture Removal/Tracheostomy Care/Tracheostomy Dressing Kits, & Surgical Mask

07/15/08 06/30/18 2 $746,638 JWOD

Surg VA797-BO-0310 CARC-Halas Vocational Center

Hood, Operating, Surgical 03/01/10 02/28/15 1 $12,740 JWOD

Surg VA797-BO-0231 Bosma Enterprises Accelerate OR Kits 10/01/09 09/30/14 4 $45,138 JWOD

Est. AwardTotal

$4,464,779

Surgery PMO National Contract

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IPT BPA NUMBER CONTRACTOR COMMODITY START DATE

EXPIRE DATE

LINE ITEM

EST. VALUE OF AWARD

TYPE SIZE

SPV VA797P-12-D-0011 US Foods, Inc. Subsistence Prime

Vendor 05/01/12 04/30/17 $957,000,000 L

Est. AwardTotal

$957,000,000

Surgery PMO Blanket Purchase Agreements (BPA's)

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IPT BPA NUMBER CONTRACTOR COMMODITY START DATE

EXPIRE DATE

LINE ITEM

EST. VALUE OF AWARD

TYPE SIZE

Surg VA797-BP-0332Healthmark Industries Company

Sterilization Peel Pack, Steam/Gas 03/15/10 03/14/15 41 $2,726,130 S

Surg VA797-BP-0384 LSL Industries, Inc. Brush/Sponge, Surgical Scrubs 12/15/10 12/14/15 4 $2,212,792 S

Surg VA797-BP-0402 Medline Industries, Inc Wound Closure Strips 03/15/11 03/14/16 2 $104,592 S

Est. AwardTotal

$5,983,514

Surgery Advisory Committee Vendor Research Market Analysis Strategic Sourcing IPT (Integrated Product Teams) VHA spend analysis data (National Item File, Med PDB, IFCAP) Communications with the following SMEs:

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How Do We Get IT Done?

Clinical SMEs Technical SMEsPhysicians Biomedical Engineers (HTME)

Nurses Office of Information Technology (OIT)

Allied Health National Center for Patient Safety (NCPS)

Contracting

Federal Supply Services (FSS)

OGC - Legal and Technical

Project Name Project Status and Risk Estimated Spend

Wound Closure DevicesFinalizing Integrated Process Team. Place holder dates have been entered in IPT block.

$100,629,691.89

Endoscopic TrocarsFinalizing Integrated Process Team. Place holder dates have been entered in IPT block.

$17,838,696.32

Endoscope ForcepsFinalizing Integrated Process Team. Place holder dates have been entered in IPT block.

$55,684,548.52

Cardiac Left Ventricle Assist Device

Finalizing Integrated Process Team. Place holder dates have been entered in IPT block.

$14,117,206.66

Cardiac Perfusion MachineFinalizing Integrated Process Team. Place holder dates have been entered in IPT block.

$7,238,350.68

Suture Removal Kits/Trach Care Project Awaiting Award $746,638.00Operating Room Caps, Women Project Awaiting Award $3,492,547.00

Intravenous Pump & AccessoriesFinalizing Integrated Process Team. Place holder dates have been entered in IPT block.

$96,345,352.15

Surgery PMO FY 13/14 Workload

Electrosurgery EquipmentEstablishing IPT/SME's. The Contracting Officer, ARRS & Project Mgr. have reviewed acquisition documents awaiting IPT input.

$24,529,974.69

Surgical Robotic Systems & Accessories

This requirement has a high priority due to the end of year budget spending. Acquisition documents are in the approval/review process by OGC and the SAC. Estimated award date 8/30/2013.

$753,961,524.82

Surgical Microscopes & Accessories Establishing IPT/SME's. ARRS & Project Mgr. reviewing acquisition documents. $3,393,302.56

Surgical InstrumentsEstablishing IPT. The Contracting Officer, ARRS & Project Mgr. have reviewed acquisition documents awaiting IPT input.

$78,583,025.28

Surgical AdhesivesEstablishing IPT. The Contracting Officer, ARRS & Project Mgr. have reviewed acquisition documents awaiting IPT input.

$22,841,825.28

Custom Surgical PacksEstablishing IPT. The Contracting Officer, ARRS & Project Mgr. have reviewed acquisition documents awaiting IPT input.

$132,333,390.24

Surgery PMO FY 13/14 Workload

Dialysis Machines IPT reviewing acquisition documents. $102,245,461.08

Reverse Osmosis SystemsThis requirement has a high priority due to construction requirements.. IPT reviewing acquisition documents.

$52,390,552.17

Dental Wall Mounted X-Ray Units 7.28.13: IPT's are meeting to refine requirement documents. $1,034,910.92

Operating Room Lights 7.28.13: Final document review pending Surgery IPT SME review. $616,922.00

Ultrasonic Scalers 7.28.13: IPT's are meeting to refine requirement documents. $136,045.25

Dental Headlights 7.28.13: IPT's are meeting to refine requirement documents. $15,668.00

Surgical Drills and Saws7.08.13: Requirement documents are being reviewed by the Contract Specialist

$8,812,150.78

Nutrional Supplements7.28.13: Sampling and evaluation completed, IPT's are meeting to determine vendor selection.

$191,400,000.00

Surgery PMO FY 13/14 Workload

Surgery PMO FY 13/14 Workload

Project Name Project Status and Risk Estimated SpendBiological Tissue Implant Requirements phase/RFI $400,000,000.00

Operating Room Tables

Finalizing Integrated Process Team. Place holder dates have been entered in IPT block. $12,000,000.00

Medi-portsFinalizing Integrated Process Team. Place holder dates have been entered in IPT block.

$17,000,000.00

Contracting with the Department of Veterans Affairs

• The Veterans Health Administration (VHA) is one of the largest procurement and supply agencies of the Federal government.  

• There are numerous contracting opportunities that may arise for companies in the health care business.  

• VA, as well as other Federal agencies, advertises all procurement opportunities over $25,000 at www.  FedBizOpps.gov.  Government buyers are able to publicize their business opportunities by posting information directly to that website via the Internet.

• All companies wishing to secure a Federal Supply Schedule Contract (FSS/GSA)may contact the Federal Supply Schedule staff at the VA National Acquisition Center in Hines, Illinois. (VA FSS Help Desk at 708‐786‐7737 or by email at helpdesk.ammhinfss@va.gov)

Doris Richardson Program Manager202‐632‐7860

Melanie RobertsProject Manager202‐632‐7831 

Terrance Williams Project  Manager202‐632‐7817

Theresa DraiseyProject Manager518‐626‐5000

Marcus ButlerProject Manager

202‐632‐

Jonnie MuckeyProject Manager

202‐632‐

Tracey DerbyDeputy Program Manager 

202‐632‐

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Surgery PMO Team

Questions