SOURCES SOUGHT
R -- Audio Care Maintenance and Support Services
- Notice Date
- 11/27/2024 1:20:01 PM
- Notice Type
- Sources Sought
- NAICS
- 541512
— Computer Systems Design Services
- Contracting Office
- 257-NETWORK CONTRACT OFFICE 17 (36C257) ARLINGTON TX 76006 USA
- ZIP Code
- 76006
- Solicitation Number
- 36C25725Q0139
- Response Due
- 12/5/2024 6:00:00 AM
- Archive Date
- 12/20/2024
- Point of Contact
- Matt Lee, Contracting Specialist, Phone: 210-393-9281
- E-Mail Address
-
matthew.lee5@va.gov
(matthew.lee5@va.gov)
- Awardee
- null
- Description
- This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This notice is intended strictly for Market Research. This is a Request for Information only. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The Department of Veterans Affairs Harlingen Medical HealthCare Center Pharmacy Service in Harlingen, Texas intends to award a brand name or equal contract award for the purchase of Audio Care Maintenance and Services. The Government is conducting a market survey to help determine the availability and technical capability of qualified service-disabled veteran-owned small businesses, veteran-owned small businesses, small businesses, HUBZone small businesses and/or other large businesses capable of serving the needs identified below. This notice of intent is for open market as well as Federal Supply Schedule items. The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business or large business, relative to NAICS 541512 with a size standard of $34M. Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.fbo.gov or GSA E-Buy at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 1.00 EA AUDIO PREFILL - Standard License Renewal Maintenance and Support (MSS) for Audio PREFILL Base Year: 02/01/2025 01/31/2026 0002 1.00 EA TM-PREFILL - Standard License Renewal Maintenance and Support (MSS) for TM PREFILL Base Year: 02/01/2025 01/31/2026 0003 1.00 EA RxReady - Standard License Renewal Maintenance and Support (MSS) for RxReady Base Year: 02/01/2025 01/31/2026 0004 1.00 EA AudioCOMMUNICATOR - Standard - Ad-hoc communications and Patient Surveys, Wellness Health Messages, Drug and Equipment Recalls (Prerequisite for Disease Management) Base Year: 02/01/2025 01/31/2026 0005 1.00 EA TM-COMMUNICATOR - Ad-hoc communications and Patient Surveys, Wellness Health Messages, Drug and Equipment Recalls and other miscellaneous communications via text message -Software Add-on to AudioCOMMUNICATOR Base Year: 02/01/2025 01/31/2026 0006 4.00 EA ACS-TM-BASE - AudioCARE Base SMS software platform. Includes SMS license for up to 120,000 texts/year. This includes software and text messaging delivery fees. This is a pre-requisite to add one or several text messaging products. Base Year: 02/01/2025 01/31/2026 ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 1001 Standard MSS and License Renewal-MSS 1.00 EA OY1: 02/01/2026 01/31/2027 ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 2001 Standard MSS and License Renewal-MSS 1.00 EA OY2: 02/01/2027 01/31/2028 Statement of Work (SOW) Audio Care Maintenance and Support Services GENERAL INFORMATION Contract Title: Audio Care Maintenance and Support Services. Medication Refill Reminder, RX Ready Pick-Up Notification, Patient Surveys, Wellness Health Messages, Drug and Equipment Recalls, and other miscellaneous messages, Software, License, Maintenance and Support Services Background: VA Texas Valley Coastal Bend Healthcare System (VATVCBHCS) requires uninterrupted services of medication Refill reminders, RX-ready pick-up notifications, Patient Surveys, Wellness Health Messages, Drug and Equipment Recalls, and other miscellaneous communications via text message, software, license, maintenance, and support services with reoccurring software subscription, maintenance, and support for all VATVCBHCS facilities. This medication refill reminder and RX-ready pick-up notification will be VATVCBHCS Pharmacy Service s medication refill management software. VCB has an existing Audio CARE Systems in place that conforms to all VA guidelines to increase the functionality and enhance the current system running on Win10 OS. Scope of Work: The advantage of this enhancement for VCB is to enable Pharmacy to use automated Telephone and Text Messaging functionality to send text notifications that alert patients of the readiness of their prescriptions to be picked up at the Pharmacy Window and send out reminder notices via phone and text regarding the patient s prescriptions that need being refilled or renewed. Applications that will be included: AUDIO PREFILL TEXT MESSAGE PREFILL RX READY AUDIO COMMUNICATOR Standard TEXT MESSAGE -COMMUNICATOR ACS-TM-BASE license to transmit text messaging. ACS -TM-BASE license includes 120,000 texts per year per license. VCB is acquiring quantity FOUR (4) bringing the texting allowance to 480,000 texts annually. Additional ACS TM Base can be purchased if needed. The contractor shall provide all labor, materials, equipment, and supervision necessary to provide remote installation, remote training, remote technical support, and ongoing maintenance for the new Applications. Standard Support and Maintenance throughout the life of the contract. For routine requests: Interface through a toll-free assistance phone with unlimited telephone support and online support email. Monday through Friday 8:00 am 5:00 pm EST. Performance Period: The period of performance (POP) of this contract shall consist of one, twelve-month base period and 2 option year renewals.� At the discretion of the Contracting Officer (CO). � � � Base year POP: February 1, 2025 January 31, 2026 Option year 1 POP: February 1, 2026 January 31, 2027 Option year 2 POP: February 1, 2027 January 31, 2028 There are ten (10) Federal holidays set by law (U.S.C. Title 5 Section 6103): Under current definitions, four are set by date: New Year s Day January 1 Juneteenth Day June 19 Independence Day July 4 Veteran s Day November 11 Christmas Day December 25 The other six are set by a day of the week and month: Martin Luther King Day Third Monday in January Washington s Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. Type of Contract: Firm fixed price. Place of Performance: All VATVCBHCS facilities including all CBOC Locations (MOPC, LOPC BOPC, HOPC, HCC CCWP, CCOPC, CCSC). Capability or Performance: This medication SMS software platform and services will provide the Department of Veterans Affairs with the ability to pull and transmit data from Vista to allow the Pharmacy Service to send to veterans any prescription refill reminders, prescription renewal reminders, refill processing, Patient Surveys, Wellness Health Messages, Drug and Equipment Recalls and other miscellaneous communications via text message/audio calls. Performance-Based Contract Management: The Contractor shall assign an Account Manager who will serve as the point of contact throughout the duration of contract performance. The contractor shall also designate an alternate Account Manager (local) who will serve as the POC when the Account Manager is not available (illness, vacation, training, etc.). The VA will assign a Contracting Officer who will be the only individual authorized to effect changes in the contract. 9. Contract Award Meeting: The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kick-off meeting or has advised the contractor that a kickoff meeting is waived. 10. General Requirements: For every task, the contractor shall identify in writing all necessary subtasks (if any), associated costs by task, and together with associated sub-milestone dates. The contractor's subtask structure shall be reflected in the proposal. All written deliverables will be phrased in layperson language. Statistical and other technical terminology will not be used without providing a glossary of terms. The contractor shall provide a support hotline to OI&T, telecom for all questions and issues related to this upgrade and existing software. The contractor shall provide support Monday-Friday 8 am-5 pm EST by trained Client Support Representatives, diagnostics including patches, software downloads, preventative maintenance, and unlimited support requests. The contract shall ensure system security in accordance with IHS standards operation procedures and standard contract language, conditions laws, and regulations. The contractor s firewall and web server shall meet or exceed the government minimum requirements for security. All government data shall be protected behind an approved firewall. Any security violations or attempted violations shall be reported to the IHS Information Security Officer as soon as possible. The contractor shall follow all applicable IHS policies and procedures governing information security, especially those that pertain to certification accreditation. 11. Specific Mandatory Tasks and Associated Deliverables: Task One: 2024 Software Annual License and Support for Refill Reminders An annual license and subscriptions to medication refill reminders, Audio CARE SMS, RX READY, AUDIO COMMUNICATOR software platforms that accommodate audio prescription refills, Patient Surveys, Wellness Health Messages, Drug and Equipment Recalls, and other miscellaneous communications via text message reminders via telephone, for up to 480,000 texts/year must integrate and be able to pull, transmit/provide real-time data, and interface with VA s VistA system and Computer Patient Record System (CPRS) that is already approved by VA Office of Information Technology. This SMS software platform will be provided to support all VATVCBHCS facilities including all CBOC Locations during the base year within 30 days of award for use by any VCB employee. Task Two: 2024 Software Subscription, Maintenance and Support Reoccurring Software Subscription, maintenance, and support that include bug fixes, all upgrades, and telephone support during the life of the contract to begin at the time of award. 12. Changes to Statement of Work Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. 13. Reporting Requirements The contractor will report on the progress of the technical installation. 14. Travel There will be no travel for installation or training purposes. All actions will be completed remotely. 15. Point of Contact Contracting Officer Representative (COR) TBD Informatics (ADPAC) program manager TBD IT Specialist Office of Information and Technology (OIT), Supervisor TBD 16. Confidentiality and Nondisclosure It is agreed that: The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the VA which have been generated by the contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the COR at the conclusion of the task order. The COR will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order presented to the contractor shall be submitted to the COR for response. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the COR. 17. Information Systems Officer, Information Protection: The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid-state drives, and non-volatile memory units will remain in VA control and will not be removed from VA custody. 18. Privacy Officer: The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid-state drives, and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified. 19. Records Management Language for Statement of Work (SOW): The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract: Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chess. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.� In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.� In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.� VA Texas Valley Coastal Bend Health Care System (VA TVCBHCS) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA Texas Valley Coastal Bend Health Care System (VA TVCBHCS) or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to the VA Texas Valley Coastal Bend Health Care System (VA TVCBHCS). The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VA Texas Valley Coastal Bend Health Care System (VA TVCBHCS) control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to contracts. The Contractor (and any sub-contractor) is required to abide by Government and VA Texas Valley Coastal Bend Health Care System (VA TVCBHCS) guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA Texas Valley Coastal Bend Health Care System (VA TVCBHCS) policy.� The Contractor shall not create or maintain any records containing any non-public VA Texas Valley Coastal Bend Health Care System (VA TVCBHCS) information that is not specifically tied to or authorized by the contract.� The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.� The VA Texas Valley Coastal Bend Health Care System (VA TVCBHCS) owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VA Texas Valley Coastal Bend Health Care System (VA TVCBHCS) shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training. � All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VA Texas Valley Coastal Bend Health Care System (VA TVCBHCS)-provided records management training, Talent Management System (TMS) Item #10176, Privacy and Information Security, Rules of Behavior. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and annual or refresher training. 20. Certification and Accreditation (C&A) The C&A requirements do not apply, and a Security Accreditation Package is not required.
- Web Link
-
SAM.gov Permalink
(https://sam.gov/opp/76bac264b0664aa9b69743d8a554d4a9/view)
- Place of Performance
- Address: Department of Veterans Affairs VA Harlingen Medical HealthCare Center 2601 Veterans Way Attn: PHARMACY SERVICE, Harlingen, TX 78550, USA
- Zip Code: 78550
- Country: USA
- Zip Code: 78550
- Record
- SN07277445-F 20241129/241127230109 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
(may not be valid after Archive Date)
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