SOLICITATION NOTICE
W -- VISN 16-All Locations Digital screens
- Notice Date
- 9/7/2022 6:10:19 AM
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 541519
— Other Computer Related Services
- Contracting Office
- 256-NETWORK CONTRACT OFFICE 16 (36C256) RIDGELAND MS 39157 USA
- ZIP Code
- 39157
- Solicitation Number
- 36C25622R0125
- Response Due
- 9/12/2022 11:00:00 AM
- Archive Date
- 10/12/2022
- Point of Contact
- Veronica Maskell, Contracting Specialist, Phone: 318-990-4090
- E-Mail Address
-
veronica.Maskell@va.gov
(veronica.Maskell@va.gov)
- Awardee
- null
- Description
- 5. PROJECT NUMBER (if applicable) CODE 7. ADMINISTERED BY 2. AMENDMENT/MODIFICATION NUMBER CODE 6. ISSUED BY 8. NAME AND ADDRESS OF CONTRACTOR 4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE 9A. AMENDMENT OF SOLICITATION NUMBER 9B. DATED PAGE OF PAGES 10A. MODIFICATION OF CONTRACT/ORDER NUMBER 10B. DATED BPA NO. 1. CONTRACT ID CODE FACILITY CODE CODE Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers E. IMPORTANT: is extended, (a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended. 12. ACCOUNTING AND APPROPRIATION DATA (REV. 11/2016) is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A. 15C. DATE SIGNED B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b). RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified. C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF: D. OTHER Contractor 16C. DATE SIGNED 14. DESCRIPTION OF AMENDMENT/MODIFICATION 16B. UNITED STATES OF AMERICA Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect. 15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER 15B. CONTRACTOR/OFFEROR STANDARD FORM 30 PREVIOUS EDITION NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.) (Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.) (If required) (SEE ITEM 11) (SEE ITEM 13) (X) CHECK ONE 13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS, IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14. 11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT (Signature of person authorized to sign) (Signature of Contracting Officer) 1 11 0001 Department of Veterans Affairs Overton Brooks VA Medical Center (90C) 510 East Stoner Avenue Shreveport LA 71101 Department of Veterans Affairs Overton Brooks VA Medical Center (90C) 510 East Stoner Avenue Shreveport LA 71101 To all Offerors/Bidders 36C25622R0125 09-01-2022 X x X 1 1:00 PM CST; 09/12/2022 See CONTINUATION Page The purpose of this amendment is to submit responses to questions received. CONTINUATION PAGE A.1 PRICE/COST SCHEDULE ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 12.00 MO ________________ ________________ VISN 16-All Locations Patient Facing Digital Screens for High-Traffic Areas Contract Period: Base POP Begin: 09-26-2022 POP End: 09-25-2023 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies 0002 12.00 MO ________________ ________________ VISN 16-All Locations -Staff-Facing Screens for Internal Communications Contract Period: Base POP Begin: 09-26-2022 POP End: 09-25-2023 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies 0003 12.00 MO ________________ ________________ VISN 16-All Locations -Cellular Connectivity Contract Period: Base POP Begin: 09-26-2022 POP End: 09-25-2023 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies 0004 12.00 MO ________________ ________________ VISN 16-All Locations -Electrical Contractor Contract Period: Base POP Begin: 09-26-2022 POP End: 09-25-2023 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies 0005 12.00 MO ________________ ________________ VISN 16-All Locations -Installation Contract Period: Base POP Begin: 09-26-2022 POP End: 09-25-2023 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies 0006 1.00 YR ________________ ________________ VISN 16-All Locations -Up to 80 moves/re-installs per year. Contract Period: Base POP Begin: 09-26-2022 POP End: 09-25-2023 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies 1001 12.00 MO ________________ ________________ VISN 16-All Locations Patient Facing Digital Screens for High-Traffic Areas Contract Period: Option 1 POP Begin: 09-26-2023 POP End: 09-25-2024 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies 1002 12.00 MO ________________ ________________ VISN 16-All Locations -Staff-Facing Screens for Internal Communications Contract Period: Option 1 POP Begin: 09-26-2023 POP End: 09-25-2024 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies 1003 12.00 MO ________________ ________________ VISN 16-All Locations -Cellular Connectivity Contract Period: Option 1 POP Begin: 09-26-2023 POP End: 09-25-2024 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies 1004 1.00 YR ________________ ________________ VISN 16-All Locations -Up to 80 moves/re-installs per year. Contract Period: Option 1 POP Begin: 09-26-2023 POP End: 09-25-2024 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies 2001 12.00 MO __________________ __________________ VISN 16-All Locations Patient Facing Digital Screens for High-Traffic Areas Contract Period: Option 2 POP Begin: 09-26-2024 POP End: 09-25-2025 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies 2002 12.00 MO ________________ ________________ VISN 16-All Locations -Staff-Facing Screens for Internal Communications Contract Period: Option 2 POP Begin: 09-26-2024 POP End: 09-25-2025 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies 2003 12.00 MO ________________ ________________ VISN 16-All Locations -VISN 16-All Locations -Cellular Connectivity Contract Period: Option 2 POP Begin: 09-26-2024 POP End: 09-25-2025 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies 2004 1.00 YR ________________ ________________ VISN 16-All Locations -Up to 80 moves/re-installs per year. Contract Period: Option 2 POP Begin: 09-26-2024 POP End: 09-25-2025 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies 3001 12.00 MO ________________ ________________ VISN 16-All Locations Patient Facing Digital Screens for High-Traffic Areas Contract Period: Option 3 POP Begin: 09-26-2025 POP End: 09-25-2026 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies 3002 12.00 MO ________________ ________________ VISN 16-All Locations -Staff-Facing Screens for Internal Communications Contract Period: Option 3 POP Begin: 09-26-2025 POP End: 09-25-2026 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies 3003 12.00 MO ________________ ________________ VISN 16-All Locations -Cellular Connectivity Contract Period: Option 3 POP Begin: 09-26-2025 POP End: 09-25-2026 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies 3004 1.00 YR ________________ ________________ VISN 16-All Locations -Up to 80 moves/re-installs per year. Contract Period: Option 3 POP Begin: 09-26-2025 POP End: 09-25-2026 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies 4001 12.00 MO ________________ ________________ VISN 16-All Locations Patient Facing Digital Screens for High-Traffic Areas Contract Period: Option 4 POP Begin: 09-26-2026 POP End: 09-25-2027 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies 4002 12.00 MO ________________ ________________ VISN 16-All Locations -Staff-Facing Screens for Internal Communications Contract Period: Option 4 POP Begin: 09-26-2026 POP End: 09-25-2027 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies 4003 12.00 MO ________________ ________________ VISN 16-All Locations -Cellular Connectivity Contract Period: Option 4 POP Begin: 09-26-2026 POP End: 09-25-2027 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies 4004 1.00 YR ________________ ________________ VISN 16-All Locations -Up to 80 moves/re-installs per year. Contract Period: Option 4 POP Begin: 09-26-2026 POP End: 09-25-2027 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: W065 - Lease or Rental of Equipment - Medical, Dental, and Veterinary Equipment and Supplies GRAND TOTAL ________________ Questions/Answers: Please define the Government's approach to leasing. We define it as a contract outlining the terms under which VISN 16 agrees to rent a digital signage system, which includes equipment and integrated software, installation of equipment and setup of the software, annual maintenance, and content management. The Prime Contractor will own this system and guarantee VISN 16 (the lessee, also known as the tenant), use of this system, and ensures the Prime Contractor (the property owner or landlord) regular payments for a base year plus four (4) option years. Answer: See SOW regarding the specifics for the leasing of the Digital Signage Program. What is the current Digital Signage Content Management System at VISN 16? Answer: There is not a current VISN-wide digital signage system. How long has this system been in use? Answer: N/A What are some of the key features requested with this system? Answer: The key features are stated in the Statement of Work. Does VISN 16 have an approved list of content sources preferred? For example, news, weather, etc. Answer: The VISN does not have a list of approved content sources for news, weather, etc. Upon award of the contract, the awarded vendor has to purchase the Digital Screens which will take 30-60 days to deliver. Item Numbers 0001 and 0002 have a 12-month unit price. Given the vendor has to purchase the Digital Screens but invoice the Government monthly, please confirm that we can invoice the Government for all 12 months in the base period even though the Digital Screens are not in Government s possession the entire 12 months. Since we have to invoice monthly, we have to account for all 12 months of the base period. Can we start invoicing 30 days ARO regardless of product status? Answer: The requirement is for a lease and invoices will only be accepted for the months the leased equipment is provided to the government. In page 16 of the RFP, it states Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract . In page 6 of the SOW, it states Invoicing: Invoices for products shall be submitted upon delivery and acceptance. Invoice for license, support and maintenance is payable based on solicitation s Price Schedule. Invoices for services performed shall be submitted monthly in arrears . As stated in question 1 above, the awarded vendor has to purchase the Digital Screens which will take 30-60 days to deliver. If the vendor has to invoice for the Digital Screens upon delivery and acceptance by the Government, then the 12 month unit price for Item Numbers 0001 and 0002 in the base period is in conflict with that. Since we have to invoice monthly, we have to account for all 12 months of the base period. Can we start invoicing 30 days ARO regardless of product status? Answer: The requirement is for a lease and invoices will only be accepted for the months the leased equipment is provided to the government. Upon award of the contract, the awarded vendor has to order the Cellular/WiFi equipment which will also take 30-60 days to deliver. Item Number 0003 has a 12 month unit price. Given the vendor has to purchase the Cellular/WiFi equipment but invoice the Government monthly, please confirm that we can invoice the Government for all 12 months in the base period even though the Cellular/WiFi equipment is not in Government s possession the entire 12 months. Since we have to invoice monthly, we have to account for all 12 months of the base period. Can we start invoicing 30 days ARO regardless of product status? Answer: The requirement is for a lease and invoices will only be accepted for the months the services are provided to the government. Item 0004 is to install electrical outlets for the Digital Screens. The electrical work will be done during the base period based on an agreed upon rollout schedule with the COR. Item Number 0004 has a 12 month unit price. Given the vendor has to pay its employees and contractors for the work performed and invoice the Government monthly, please confirm that we can invoice the Government for all 12 months in the base period even though the electrical work will be done throughout the base period. Since we have to invoice monthly, we have to account for all 12 months of the base period. Can we start invoicing 30 days ARO regardless of installation status? Answer: Invoices will only be accepted after services have been provided to the government. Item 0005 is for installation of the Digital Screens and the Cellular/WiFi network. The installation work will be done during the base period based on an agreed upon rollout schedule with the COR. Item Number 0005 has a 12 month unit price. Given the vendor has to pay its employees and contractors for the work performed and invoice the Government monthly, please confirm that we can invoice the Government for all 12 months in the base period even though the installation work will be done throughout the base period. Since we have to invoice monthly, we have to account for all 12 months of the base period. Can we start invoicing 30 days ARO regardless of installation status? Or for Questions 1-5 since we believe that having all systems installed and accepted by 9/26/22 is not possible, will the Government agree to issue modification to the Order to shift the overall POP (60 month Base period plus 4 options) to begin when the entire system is Accepted? So, assuming it takes 6 months to deliver, install and Acceptance takes place on 3/26/23, the 60-month POP would begin then. Answer: Invoices will only be accepted after services have been provided to the government. Please provide the breakdown of the quantity of Digital Screens for Item Number 0001 and 0002. In other words, out of the 736 Digital Screens, how many are for patient facing versus employee facing for each location? Answer: 486 Patient Facing and 250 Staff-Facing Screens There is no pricing line item for the option periods 1 thru 4 to price the up to 80 moves/re-installs per year. Please provide CLINs. Or, should the cost of pricing in 80 moves/re-installs be included in the CLIN pricing as is? Answer: The 80 moves will be minimal at the beginning of the contract and a new CLIN has been added to the base and all four (4) option years. Since this solicitation contains no leasing terms, it is our assumption that VISN 16 will entertain leasing terms provided by the bidder, which will need to be incorporated into any resulting Order. Please confirm. Answer: Yes, leasing terms will be reviewed. In page 2 of the SOW, it states The general scope of this project is to remove existing equipment (where needed), install a digital patient/staff communication system with state-of-the-art electronic components (i.e. electronic digital sign) through a contractual lease, and provide services to include message development and management, support, maintenance, and training 30 staff on using the system . We assume the VA is responsible for removal and disposal of existing screens. Please confirm. Answer: The VA is responsible for the disposal of existing screens. The contractor/vendor shall be responsible for removal. In page 3 of the SOW, it states The Digital Signage System must include electronic digital signs with a single face screen size of 45 to 65 inches with a screen resolution of at least 1920 x 1080 pixels . Digital Signage Screens come in 49 , 55 , and 65 size. Given Digital Screens vary in cost by size, the VA needs to define the quantity of screens by size. In other words, please state how many of the 736 screens are 49 , 55 , or 65 ? Answer: There is not an exact breakdown for every location. However, the vast majority of sites would be served by a 55 screen. In page 3 of the SOW, it states The Vendor must provide a representative who will be able to update the screens with the content the VA provides within 12 hours . Given that the VA staffs will be trained to use the system, which in principle, any emergency display can be done by the VA staffs, 12 hour response time requires 24/7 contractor staffing for content change update which will significantly increase the operation cost. Can the Government change this requirement to next business day? Answer: The requirement will be changed to the next business day. In page 4 of the SOW, it states Delivery Lead Times: Items are to be delivered to each VISN16 Station when inventory and electrical safety checks will occur. The materials will then be turned back over to the Vendor/Contractor for installation. Lead time should be within industry standard of 3-5 weeks from receipt of order . Given the supply chain disruptions along with part shortages, and the fact that the Digital Screens are specialized commercial grade monitors manufactured overseas, the typical delivery time is 30-60 days from the order date. The Government should take that into consideration. Answer: The Lead time will be changed from 3-5 Weeks from receipt of order to 30-60 days from receipt of order. In page 18 of the RFP, it states (n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession . Given the vendor is amortizing the cost of the Digital Screens as a lease, we assume the title will pass to the Government upon completion of the base and all option periods. Please confirm. If the Government cancels the contract before the completion of all option periods, how can the title pass to the Government given the five-year lease period is not satisfied? Answer: (n) Title is N/A since the requirement is a lease only. In page 47 of the RFP, it states Part A - Content of the Non Price Factors/Technical Part will be evaluated on Pass / Fail basis . Given the complexity of this project, will the Government consider changing to Best Value with a scoring system for the Non Price Factors/Technical Part? Answer: There will be no change to Part A. In page 54 of the RFP, it states (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s) . Most small companies do not have the financial resources to amortize the significant up-front costs beyond the base period especially given the termination for convenience clause. As such, the Government should anticipate that the base period price will be unbalanced compared to the option period price. Answer: Understood, but the Government must evaluate in order to determine that prices are fair and reasonable. In order to design a Cellular/WiFi network, we need CAD drawings of the floor plans for the 8 hospitals and 62 CBOCs. Can the Government provide the CAD drawings and indicate location of the Digital Screens in the drawings? Answer: We do not have CAD drawings of all locations. Particularly, leased CBOCs. We should have PDFs of fairly recent drawings available at most other locations. These can be provided to the awardee. Can the Government provide which of the 8 hospitals and 62 CBOCs have deployed Guest WiFi? Since the Guest WiFi network is typically not connected to the VISN 16 network systems, can the vendor use the Guest WiFi network to connect to the Digital Screens? Answer: The vendor will not be allowed use Guest Wifi network services to connect the Digital Signage Given the age of some of the hospitals and the difficulty of wireless penetration inside the hospital, some VA hospitals have deployed Distributed Antenna Systems (DAS) to boost the wireless signal inside the hospital. Can the Government provide which of the 8 hospitals and 62 CBOCs have deployed DAS? Answer: If installed, the DAS would be owned by OI&T and its availability would be severely restricted to on-network devices. A vendor/contractor should be no assumption that DAS is available at any VISN16 location. Can the Government provide which of the 8 hospitals have an existing signage system? Can the Government provide the name of the manufacturer for each system? Answer: N/A Given the awarded vendor has to replace the existing Digital Screens with new Digital Screens, can the Government provide the quantity of existing Digital Screens at each of the 8 hospitals and 62 CBOCs? Answer: There is not an exact number but will be much lower than the amounts being leased. Can the Government provide the average size of the content that needs to be displayed on the Digital Screens as well as average content refresh rate per month? This information is needed to properly design the Cellular/WiFi network. Answer: The size of a high-quality 1920x1080 image (in most popular image file formats) will be about 3-5 megabytes. For video, 1.8 3.6 minutes of 1920x1080 video would be about one GB of storage. Will the VA extend the response date by 3 weeks to allow receipt of answers to the questions posed? Answer: The response date will not be extended.
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