SPECIAL NOTICE
D -- IT Systems & Equipment PM&R | SecurTRAK/PatienTRAK Maintenance of System | Duress Alarms
- Notice Date
- 3/17/2025 6:06:17 AM
- Notice Type
- Special Notice
- NAICS
- 561621
— Security Systems Services (except Locksmiths)
- Contracting Office
- 244-NETWORK CONTRACT OFFICE 4 (36C244) PITTSBURGH PA 15215 USA
- ZIP Code
- 15215
- Solicitation Number
- 36C24425Q0483
- Response Due
- 3/20/2025 8:00:00 AM
- Archive Date
- 04/04/2025
- Point of Contact
- Angelamarie Scott, Contracting Officer, Phone: (412) 822-3776
- E-Mail Address
-
angelamarie.scott@va.gov
(angelamarie.scott@va.gov)
- Awardee
- null
- Description
- NOTICE OF INTENT TO SOLE SOURCE: IAW FAR 5.101 this notice is to advise the public that The Department of Veterans Affairs Network Contracting Office 4, intends to award a sole source, Firm-Fixed-Price Contract to MGM. Per FAR 13.5 VA requires for service and maintenance of SecurTRAK/PatienTRAK patient elopement system. With the software coding being proprietary, MGM Computer System Inc./MGM Solutions is the only company that can provide the service required for maintaining the system. This requirement is for James E. Van Zandt VA Medical Center Altoona, PA for a base year with 4 option years, exercisable at the Government s discretion. THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE PROPOSALS or QUOTATIONS. Responsible sources may identify their interest by submitting capability information that clearly demonstrates the capability to perform the required work and licenses for SecurTRAK/ PatienTRAK. Capability information is required by 11:00 AM EST, Thursday, March 20, 2025 to establish the ability of the source to meet this requirement. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. The Government will not be responsible for any costs associated with the preparation of responses to this notification. All inquiries and submittals must be sent via email to Angelamarie Scott, Contracting Officer, Angelamarie.scott@va.gov . Telephone inquiries will not be accepted. SecurTRAK/PatienTRAK devices are proprietary systems developed and manufactured by MGM. Statement of Work (SOW) for MGM PatienTRAK Patient Elopement System Service Contract 1. BACKGROUND: The James E. Van Zandt VA Medical Center (hereafter referred to as JEVZ VAMC , Altoona VAMC or the Government ) has a requirement for a service agreement for the patient elopement system (hereafter referred to as PatienTRAK) located at the Altoona VAMC. 2. PLACE OF PERFORMANCE: The equipment is located throughout the Facility of the JEVZ VAMC: James E. Van Zandt VA Medical Center 2907 Pleasant Valley Blvd Altoona, PA 16602 3. DESCRIPTION OF SERVICES: Services provided include but not limited to maintenance, support, and operation of PatienTRAK across designated facility areas, specifically floors 4, 5, and 6, as well as the Urgent Care Center (UCC). The Patient Elopement system includes: Access-Controlled Doors: Each area has 3 doors equipped with magnetic locking systems integrated with the fire alarm system for secure access control. Elevators: Floors 4, 5, and 6 also includes 3 elevators connected to the system, featuring keypads for clearing alerts control. Keypads: Keypads are installed on each side of the door and a single keypad in each elevator to control access and clear alerts Power Supplies: Dedicated power supplies on each floor ensure consistent power to locking mechanisms, keypads, and other related equipment. Computer Systems: Each floor and the UCC are equipped with computers to monitor alerts and manage system controls. 4. PERFORMANCE DELIVERABLES: Parts Replacement and Repairs: Timely replacement of faulty system components, including ELPAS, Strobes, JBAs, keypads, power supplies, and computer hardware within 48 hours of issue identification. Phone Support: Access to phone support 24/7 for troubleshooting, alert management, and technical guidance. System Backups: Weekly backups of system configurations, logs, and alert data with secure storage. Full restoration of system data within 48 hours in the event of system failure. Software Upgrades and Updates: Implementation of major software upgrades for enhanced functionality and security as they become available. Routine application of minor software updates and patches, conducted within 7 days of release, to maintain system stability and security. 5. PERFORMANCE EXPECTATIONS: Contractor shall yield: Meet the needs of the facility, the following performance expectations apply to each deliverable area: Parts Replacement and Repairs: All necessary replacements or repairs must be completed within a 48-hour window from issue identification, barring issues outside of contract scope or availability of necessary parts. Identified parts will be replaced by site technician. Replacement parts to be sent for next day delivery with shipping included. Phone Support: Immediate response is expected during business hours (Monday Friday, 9 AM to 5 PM EST), with a maximum 1-hour response time for after-hours support. System Backups: Backups must be conducted consistently. Restoration should be achieved within 48 hours if a system failure occurs. Software Upgrades and Updates: Major software upgrades are to be scheduled within 30 days of release, and minor updates should be applied within 7 days of release. Upgrades and updates must be pre-tested to ensure compatibility with the system s hardware and software infrastructure, with minimal downtime expected. The Patient Elopement System is expected to operate with 99.5% uptime reliability, ensuring continued patient and facility security with minimal disruption to operations. RECORDS MANAGEMENT REQUIREMENTS: 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.� chs. 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, 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.� � James E. Van Zandt 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 James E. Van Zandt or destroyed except for 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, Contractor must report to James E. Van Zandt. 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 James E. Van Zandt 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 section d.� � 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 James� E. Van� Zandt 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 James E. Van Zandt policy.� � The Contractor shall not create or maintain any records containing any non-public James E. Van Zandt information that are 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 James E. Van Zandt 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 James E. Van Zandt 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 VHA-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 any annual or refresher training.� 7. SECURITY REQIUREMENTS: The POC is responsible for ensuring that all Contractors comply with physical security policies. A compliant ID badge must be worn by Contractors always while on VA premises. The Vendor is required to comply with physical security guidelines by either checking in with the VA Police when they come on-site to perform contracted services, or by obtaining a VA Contractor ID badge from the VA Police. Contractor may not have access to the VA network or any VA sensitive information under this contract. Contractor must always be escorted by an authorized employee while performing work in sensitive OIT areas. All Contractors must receive Privacy training annually using one of the following methods: Complete VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information training by using VA s TMS system (https://www.tms.va.gov/). Contractors may use the TMS Managed Self Enrollment method to complete the training in TMS. The POC must ensure that all contractors are validated in the PHI domain. Complete the hard copy version of VA Privacy Training for Personnel without Access to VA Computers. 8. PERIOD OF PERFORMANCE: The initial contract period is effective for 12 months from the date of execution. This period covers all specified services, including support, maintenance, and upgrades as outlined in this SOW. At the end of the 12-month term, the contract may be renewed or extended for an option year, up to 5 years, upon mutual agreement, with any adjustments to terms, deliverables, or scope requiring formal, written amendment.
- Web Link
-
SAM.gov Permalink
(https://sam.gov/opp/b309a8a93b354c94b408487b59c9ddc9/view)
- Record
- SN07374232-F 20250319/250317230040 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's SAM Daily Index Page |