Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JUNE 09, 2017 FBO #5677
DOCUMENT

65 -- Activation: LV03 - Personal Communication Device System (VA-17-096242) - Attachment

Notice Date

6/7/2017
 

Notice Type

Attachment
 

NAICS

541519 — Other Computer Related Services
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office;NCO 19;4100 E. Mississippi Avenue, Suite 900;Glendale CO 80246
 

ZIP Code

80246
 

Solicitation Number

VA25917N0632
 

Response Due

6/12/2017
 

Archive Date

7/12/2017
 

Point of Contact

Concesa Hubbard
 

Small Business Set-Aside

N/A
 

Description

SOURCES SOUGHT SYNOPSIS ONLY This is a sources sought announcement ONLY and is NOT a request for proposals or quotes. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification relative to NAICS 541519. Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought synopsis, a solicitation announcement may be published on GSA. Responses to this sources sought synopsis are not considered adequate responses to the solicitation announcement. The Department of Veterans Affair, Network Contracting Office 19, is seeking sources for potential vendors who can provide the following: Vocera Personal Communication Device (PCD) System. The system will include a mixture of hands-free voice activated PCD and touchscreen smartphone PCD for healthcare communication among ECHCS staff within the campus. This will expand and upgrade the existing Vocera system at the replacement hospital. The expansion will include the staff engagement software to manage clinical/non-clinical alarm and critical clinical notification. This procurement also includes all services, hardware, and software necessary for the expansion of Vocera system. In addition, ECHCS is interested in 4 service maintenance option years pricing. Note: For more information on the PCD System please see attached SOW. The service will be performed at: VA Eastern Colorado Health Care System (VA ECHCS) Denver, CO 1700 N. Wheeling Street Aurora, CO 80045 In response to this announcement, please provide the information below: Company Name: Address: Contact Name: Phone No: Email: Business size information Select all that applies: o Certified Service-Disabled Veteran Owned Small o Veteran Owned Small Business o Small Business FSS/ GSA Contract Holder Yes No FSS/ GSA Contract Number Effective Date / Expiration Date This notice is neither a request for competitive proposal or solicitation of offerors. This notice is to assist the VA in determining sources only and a solicitation is not currently available. If a solicitation is issued it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from this response. Responses to this sources sought is not a request to be added to a prospective bidders list or to receive a copy of the solicitation. Information received as a result of this notice will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. This notice does not represent a commitment by the Government to pay for costs incurred in the preparation and submission of information or any other costs incurred as a response to this announcement. Inquiries will only be accepted in writing via email to concesa.hubbard@va.gov on or before June 12, 2017 by 4:00 pm MST. VA Eastern Colorado Health Care System Initial Outfitting & Transition General Conditions and Statement of Work LV03 Personal Communication Device System Version 3 6/5/2017 General Conditions and Statement of Work LV03 Personal Communication Device System i Table of Contents 1 Introduction 1 2 General Conditions 1 2.1 General Operation 1 3 Procurement Specific Requirements 1 3.1 Technical Requirements 1 3.2 Project Management Requirements 4 4 Operations & Maintenance 6 Introduction Veteran Affairs Eastern Colorado Health Care System (VA ECHCS), Denver, CO., wishes to purchase an expansion of the existing Personal Communication Devices (PCD) System. The system will include a mixture of hand-free voice activated PCD and touchscreen smartphone PCD for healthcare communication amoung ECHCS staff within the campus. This will expand and upgrade the existing Vocera system at the replacement hospital. The expansion will include the staff engagement software to manage clinical/non-clinical alarm and critical clinical notification. This procurement contract includes all services, hardware, and software neccesarity the expansion of Vocera system. In addition, ECHCS is interesting in 4 service maintainence option years pricing. General Conditions General Operation On-Site assembly and installation of items, and performance of services identified in this document will take place during normal business hours which are defined as: 0700 to 1600 (i.e.: 7:00am to 4:00pm Mountain Standard Time), Monday through Friday, and excluding Federal Holidays. The vendor will protect all finished spaces and surfaces at no additional cost to VA ECHCS. The vendor will be responsible for paying for and repairing any damage or noted deficiencies to finished spaces and surfaces that occur as a result of the vendor s (or associated sub-contractors) installation. Prior to starting work, the vendor and associated personnel (including subcontractors) will be required to attend a general contractor s site safety training program, and adhere to its Personal Protective Equipment (PPE) requirements (i.e. hard hat, steel toe boots, high visibility vest, safety glasses, gloves). The length of the training is approximately 2 hours. A minimum 10 hours OSHA Safety Training is required prior to taking the on-site safety training. There are no dumpsters available for vendor use. Vendor shall be responsible for removal of all trash generated from installation. Vendor shall provide at least two copiers of User and service manual for network hardware. Electronic copy is acceptable. Vendor shall fill out the 6550 Pre-Procurement Assessment form as par tof the bidding document. Procurement Specific Requirements Technical Requirements PCD System Overall System Requirements and Intent Overview: the ECHCS replacement facility has 28 beds ICU, 60 beds Low-acuity care (Medsurg), 30 beds Spinal Cord injury, 30 beds Mental Health without patient monitors, 49 PACU/Pre-op, and 12 Emergency bays, 7 Dialysis bays, 7 operation rooms, 6 GI procedure rooms. See Attachment A for detail of each department. Expand and upgrade the existing Vocera system to include capability for communication with smart PCD, staff engagement software to manage clinical/non-clinical alarm and critical clinical notification. Contractor shall migrate and upgrade all existing servers (2 Application, 1 Client gateway, 1 SIP gateway, 1 Report, and 1 Staging) to new ECHCS virtual machine (vm) server environment. See Attachment B for High Level Network Diagram. In additional to 100 existing concurrence user licenses, contractor shall provide an addition 400 concurrence voice user licenses. User account is unlimited. All existing Vocera Communication Solution features are remaining AS-IT with additional feature in section 3.1.1.5 through 3.1.1.10. The Contractor shall provide Staff Engage Integration Platform and workflow The system shall receive alarm, alert, or messaging inputs from variety of clinical and non-clinical systems Manages alarms, alerts and integrated secure instant messaging holistically for the hospital environment, where alarm management is tightly integrated with messaging. The ststen shall integrate with the following system for alarm/alerts input to the Vocera system: Notifier Fire Alarm, Johnson Control Building Automation System (BAS), Rauland Response 5 Nursecall, Cooper-Atkins Temptrak Temperature monitoring, Philips Intellivue Patient Monitor, VISTA/CPRS Lab Stat and Bed Management (BMS). Receiving devices of alarm/alert and text messaging will be ranging from: hand-free voice PCD, touchscreen smartphone PCD, VA emails, Turn-Key pager system, Spok/USAMobility pager, and VA cellular phone. The capability to pull patient bed assignment from electronic medical record to the Staff Engagement module shall be available. If the system doesn t have the current approval to pull Patient bed assignment, contractor shall provide adequate resource to test and certify the integration through this procurement with ECHCS. Simultaneously pull data from multiple clinical sources in section xxx above and apply advanced rules to determine the appropriate smart routing (ei: escalation and priority. Provide clinical context the clinician who is receiving alarms/events to be better prepared to respond to the patient event. Provide Multiple-Variable Advanced Rules Engine to determine the appropriate context to delivery with the alarm, and also determine who the best caregiver is to notify depending on availability or presence in addition to caregiver assignment and role. Integrated secure messaging with automatic prioritization. Primary caregiver of the alarm/events shall has the capability to add one or more care team members to the alarm/alarm/alert conversation. Provide report and analytical tool for caregiver to analysis the alarm/events trending. Report shall be accessible through a mobile device such as Touchsreen smartphone PCD. The report tool shall be customizable, pre-defined analytics database, sample reports, and data extraction to MS Office format. Data metric shall measure both actionable activity from caregiver during real-time and comparison of historical data. The expansion of Vocecar Communication System shall include the capability to send Vocera message to the Touchscreen smartphone PCD. See section 3.1.3 for specification of smartphone PCD. The system shall provide secure messaging to and from all PCD devices Text messaging sending shall be capable to send using: smartphone PCD or web console application on an OIT PC. Text message receiving method can be through badges PCD, smarthphone PCD, VA OIT issue smart cellular phone, or through web console. Text messaging shall enforce end user password prior to reading the message. VAMC requires at least 330 texting user license. The systems shall have push to talk feature from all PCD devices The system shall integrate with VA Active Directory with PIV (Personal Identification Verification) certification for user account log in. The system shall integrate with VA OIT Cisco CallManager VoIP telephone system. Vocera Hand-free voice activation PCD/Badge, JSN: U6018.A, Quantity: 163 The hand-free voice activation PCD/badges equivalent to Vocera model B3000n Contractor shall provide 2 swappable batteries per device. Battery life expectancy at fully charge shall be 5 hours talk time and 60 hours standby. Contractor provides a minimum of 3 years extended warranty. The PCD shall be FIPS-140 compliance, using DHCP on the VA OIT Wi-Fi dual 2.4GHz and 5GHz. The PCD shall have the ability to be worn on a lanyard or clipped onto the user s clothing. The PCD shall have the illustrated halo light around the call button to indicate call status. Integrated Acuostic Noices Reduction (ANR) is required to reduce background conversation and noise interference. The PCD shall allow multi-user operation where the badge is not register to any individual account. Any end user can log into Vocera system using any badge. The PCD shall sas high contrast OLED display on the front of the badge to facilitate ease od readability. The display shall include but not limited: signal strength, battery life, volume, and caller name. The badges shall be capable of single push-button communication. The PCD shall have a headphone jack in order to provide confidential conversations. The PCD s case shall have anti-microbial material to inhibit the growth of bacteria, mold, and fungi. Vocera Touchscreen Smartphone PCD, JSN: U6018.P, Quantity: 335 Touchscreen smartphone PCD is equivalent to Zebra model MC40-HC The PCD integrated with the Vocera Communication and Collaboration Solutions application, telephony ready. Contractor shall provide 2 swappable batteries per device. Battery life expectancy at fully charge shall be 6 hours talk time and 35 hours standby. The PCD shall have the ability to utilize PSK as authentication. The PCD system shall be utilizing Android UI framework or equivalent The PCD shall have secure text messaging. Application shall included but not limited to: telephone directory and texting application. Application shall has the capability to access the internet for clinician to access Micromedex. Camera features rear-facing High Resolution 8megapixel for barcode scanning and image capture. The PCD audio via speakerphone, wireless or wireless headset Notification method via LED screen, audio, and vibration. Minimum of 3 years warranty The PCD shall have Ingress Protection rating of a minimal IP54 for protection against dust and water. FIPS-140 compliance, using DHCP on the VA OIT Wi-Fi dual 2.4GHz and 5GHz Touchscreen display shall be at a minimal of 4.3 screen size. Accessories: see Attachment A for quantities U6018.B: Charger, 8-slots for U6018.A (Vocera PCD badges) Qt: 21 U6018.B charger, 1-slot for U6018.A (Vocera PCD badges) Qt: 21 U6018.P1: charger, 4-slots for U6018.P (smartphone PCD): Qt 53 U6019.P2: charger, 1-slot for (smartphone PCD) Qt: 115 Break-away Lanyards for U6018.A badges: quantity 175 Clip for U6018.A badges: quantity 175 Wired headset for U6018.A badges: quantity 163 Holster for U6018.P smartphone: quantity 3335 User Training Kit: quantity 600 Project Management Requirements Project Management Plan The Contractor shall draft a Contractor Project Management Plan (CPMP) that lays out the Contractor s approach, timeline and tools to be used in execution of the contract.  The PMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support.  The CPMP shall include the contractor s plans for managing all subcontractors. Topic areas to be addressed shall include oversight and communications with subcontractors while onsite at VA locations, as well as executing the timely distribution and delivery of all materials to subcontractor personnel.  The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified. The initial baseline CPMP shall be concurred upon and updated monthly thereafter. The Contractor shall update and maintain the VA Contracting Officer s Representative (COR) approved CPMP throughout the period of performance. The CPMP include but not limited to: Project Schedule to include Milestones, Deliverables, and Critical Path Verification & Validation (V&V) Plan Training Plan (System Administrator, Superuser and End UserTraining material) Risks Management Plan Operations & Maintenance Plan (See Section 4 for further Detail) Project Closeout Activities/Procedures Reporting Requirements The Contractor shall provide weekly progress reports, to include schedule updates, to the VA COR and shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The reports shall also identify any problems that arose and a description of how the problems were resolved.   If problems have not been completely resolved, the Contractor shall provide an explanation. The Contractor shall monitor performance against the CPMP and report any deviations. It is expected that the Contractor will remain in communication with the VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues. The Contractor shall provide the COR with Weekly Installation Progress Reports in electronic form in Microsoft Word, Project formats or PDF.   The report shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding Month.  These reports shall include a summary of the task order deliverables. Verification and Validation Requirement (Testing) The Contractor shall perform testing following installation to ensure access points and wireless service are functioning at a minimal data rate that is acceptable to the site as determined during the site survey/Design and with signal to noise ratio and power settings that are acceptable to the site as determined during the site survey/design. The Contractor shall discuss and confirm suggested speed test criteria in Testing Requirement 1 with the VA COR. The Contractor shall provide a Post-Installation Survey Heat Map, which will show where the access points are located and that they are functioning. The Contractor shall survey the wifi signal to identify any deadspot winthin Buiding: IBN, IBS, DAT, CBN, CBC, and CON. The Contractor shall provide a final test plan that includes updates addressing any comments provided by the VA to the draft test plan. Test all systems integrations highlight in Section 3.1 Verify all clinical workflow communication to ensure alarm/alert and critical communication are send to the correct end user and group. Post-Installation Technical Report documenting the initial configuration of the system at the completion of the installation shall be provided to ECHCS. Project Estimate Time Line Phase I:Workflow design. Expected Start Date: As soon as contract Award Workshop for workflow design shall be conduct onsite with key clinical stakeholder for up to 4 hours Contractor shall conduct a series of call flow design and messaging design session(s) and develop the clinical design specification for department list in Attachment A. The design session(s) will consist of clinical call flow analysis to develop clinical roles, groups, forwarding, naming conventions, and permanent and temporary group parameters. Copy of Clinical Design specification describing the clinical group and department call flows, distribution lists and alert templates shall be provided to ECHCS as deliverable for this phase. Contractor shall document, design and develop patient room groups as applicable for the Staff Assignment module, allowing end user association with room/group roles nested within the call flow design. The Vocera Staff Assignment application will be documented, designed, and developed for department list in Attachment A. Contractor shall develop and document the initial database and call flow requirements for a maximum of 800 users and up to 100 address book entries. The database may be comprised of the following elements: Sites (Global is default for single site installations) Groups Users Group Members Address Book Entries Access Points Locations Devices Phase II: System Migration, Expect Start Date: Oct 1, 2017 Phase III: Installation of all PDC devices Expected Start Date as soon as Phase II completed Phase IV: System Go Live, Expected Start date as soon as Phase III completed. Phave V: Post-Assessment workflow GO-Live, Expected Start date June, 2018 Training Plan Contractor shall draft a training with ECHCS input. Training Plan shall be approved by ECHCS prior to all training session. The contractor shall provide system administrator training the VA ECHCS Biomedical Engineering staff and designate department super user. Training at the minimum will include first look troubleshooting, system reboot with the full understanding of the system network. End User training is expected to be around 600 staff. End user training shall be provide Monday through Friday 6am-10pm, and Satureday 7am-4pm. Addional Service Constractor shall provide an on-site support Monday-Friday 8am-5pm MT, for 12 months starting from when the system is accepted by the ECHCS. All systems user license shall be support 24/7, starting from when the system is accepted. Operations & Maintenance Maintenance, support, all services will begin after the system is fully accept by ECHCS. Contractor shall provide price for each option year, up to 4 years, of the Maintenance Service Contract. The Contractor shall provide 24/7 Call center support for both technical and application issue. Vendor shall provide software upgrade and updates As-need If technical on-site support is required, vendor shall provide ECHCS COR with the estimate cost prior to dispatch on-site technical support. Include: 500 Voice Licences and 350 text messaging licenses. INFORMATION SECURITY/PRIVACY REQUIREMENTS VA Maintenance/Installation Contracts VA INFORMATION CUSTODIAL LANGUAGE Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data General, FAR 52.227-14(d) (1). SECURITY INCIDENT INVESTIGATION The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. LIQUIDATED DAMAGES FOR DATA BREACH a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. b. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1) Notification; (2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; (3) Data breach analysis; (4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; (5) One year of identity theft insurance with $20,00.00 coverage at $0 deductible; and (6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. TRAINING a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: (1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; (2) Successfully complete the VA Privacy and Information Security Awareness and Rules of Behavior training and annually complete required privacy and security training; and (3) Successfully complete any additional information security or privacy training, as required for VA personnel with equivalent information system access. b. The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VARMCCC/VARMCCC/VA25917N0632/listing.html)
 

Document(s)

Attachment
 

File Name: VA259-17-N-0632 VA259-17-N-0632.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3559431&FileName=VA259-17-N-0632-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3559431&FileName=VA259-17-N-0632-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN04536146-W 20170609/170607235214-89577cdf893e6505d86315ed2d82aac3 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

---

| FSG Index  |  This Issue's Index  |  Today's FBO Daily Index Page |