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FBO DAILY - FEDBIZOPPS ISSUE OF APRIL 30, 2014 FBO #4540
DOCUMENT

S -- VISN 9 VAMC IMPLANT TRACKING SOFTWARE ANNUAL LICENSE,MAINTENANCE,AND HOSTING FEE - Attachment

Notice Date

4/28/2014
 

Notice Type

Attachment
 

NAICS

511210 — Software Publishers
 

Contracting Office

Department of Veterans Affairs;Network Contract Office 9;NCO 9 (90C);1101 Veterans Drive;Lexington KY 40502
 

ZIP Code

40502
 

Solicitation Number

VA24914Q0081
 

Response Due

5/13/2014
 

Archive Date

6/12/2014
 

Point of Contact

DUSTIN EPPERSON
 

Small Business Set-Aside

Total Small Business
 

Description

Table of Contents SECTION A1 A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS1 SECTION B - CONTINUATION OF SF 1449 BLOCKS3 B.1 CONTRACT ADMINISTRATION DATA3 B.2 Price/Cost Schedule4 Item Information4 B.3 Delivery Schedule7 B.4 Statement of Work9 SECTION C - CONTRACT CLAUSES14 C.1 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984)14 C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)14 C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)14 C.4 VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984)14 C.5 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)15 SECTION E - SOLICITATION PROVISIONS16 E.1 52.212-2 EVALUATION-COMMERCIAL ITEMS (JAN 1999)16 SECTION B - CONTINUATION OF SF 1449 BLOCKS B.1 CONTRACT ADMINISTRATION DATA (continuation from Standard Form 1449, block 18A.) 1. Contract Administration: All contract administration matters will be handled by the following individuals: a. CONTRACTOR: b. GOVERNMENT: Contracting Officer 00603 DUSTIN EPPERSON Department of Veterans Affairs Network Contract Office 9 NCO 9 (90C) 2250 Leestown Road Lexington KY 40511 2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with: [X]52.232-34, Payment by Electronic Funds Transfer -Other than Central Contractor Registration, or []52.232-36, Payment by Third Party 3. INVOICES: Invoices shall be submitted in arrears: a. Quarterly[] b. Semi-Annually[] c. Other[X] MONTHLY IN ARREARS 4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Department of Veterans Affairs FSC PO Box 149971 Austin TX 78714 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows: AMENDMENT NODATE B.2 Price/Cost Schedule Item Information ITEM NUMBERDESCRIPTION OF SUPPLIES/SERVICESQUANTITYUNITUNIT PRICEAMOUNT 0001Contract Period: Base POP Begin: 06/01/2014 POP End: 05/31/2015 ANNUAL LICENSE, MAINTENANCE, AND HOSTING FEE HUNTINGTON, WV LEXINGTON, KY LOUISVILLE, KY MEMPHIS, TN MOUNTAIN HOME, TN NASHVILLE, TN MURFREESBORO, TN1.00JB____________________________________ 0002Contract Period: Base POP Begin: 06/01/2014 POP End: 05/31/2015 IMPLEMENTATION AND DATA IMPORT PER FACILITY (REQUIRED) HUNTINGTON, WV LEXINGTON, KY LOUISVILLE, KY MEMPHIS, TN MOUNTAIN HOME, TN NASHVILLE, TN MURFREESBORO, TN1.00JB____________________________________ 0003Contract Period: Base POP Begin: 06/01/2014 POP End: 05/31/2015 TRAINING FEES, IAW STATEMENT OF WORK HUNTINGTON, WV LEXINGTON, KY LOUISVILLE, KY MEMPHIS, TN MOUNTAIN HOME, TN NASHVILLE, TN MURFREESBORO, TN1.00JB____________________________________ 0004Contract Period: Base POP Begin: 06/01/2014 POP End: 05/31/2015 AUTOMATED RECALL ALERTS (FOR IMPLANTS) FOR ALL 7 FACILITIES VISN 9 HUNTINGTON, WV LEXINGTON, KY LOUISVILLE, KY MEMPHIS, TN MOUNTAIN HOME, TN NASHVILLE, TN MURFREESBORO, TN1.00JB____________________________________ 1001Contract Period: Option 1 POP Begin: 06-01-2015 POP End: 05-31-2016 ANNUAL LICENSE, MAINTENANCE, AND HOSTING FEE HUNTINGTON, WV LEXINGTON, KY LOUISVILLE, KY MEMPHIS, TN MOUNTAIN HOME, TN NASHVILLE, TN MURFREESBORO, TN1.00JB____________________________________ 1004Contract Period: Option 1 POP Begin: 06-01-2015 POP End: 05-31-2016 AUTOMATED RECALL ALERTS (FOR IMPLANTS) FOR ALL 7 FACILITIES VISN 9 HUNTINGTON, WV LEXINGTON, KY LOUISVILLE, KY MEMPHIS, TN MOUNTAIN HOME, TN NASHVILLE, TN MURFREESBORO, TN1.00JB____________________________________ 2001Contract Period: Option 2 POP Begin: 06-01-2016 POP End: 05-31-2017 ANNUAL LICENSE, MAINTENANCE, AND HOSTING FEE HUNTINGTON, WV LEXINGTON, KY LOUISVILLE, KY MEMPHIS, TN MOUNTAIN HOME, TN NASHVILLE, TN MURFREESBORO, TN1.00JB____________________________________ 2004Contract Period: Option 2 POP Begin: 06-01-2016 POP End: 05-31-2017 AUTOMATED RECALL ALERTS (FOR IMPLANTS) FOR ALL 7 FACILITIES VISN 9 HUNTINGTON, WV LEXINGTON, KY LOUISVILLE, KY MEMPHIS, TN MOUNTAIN HOME, TN NASHVILLE, TN MURFREESBORO, TN1.00JB____________________________________ 3001Contract Period: Option 3 POP Begin: 06-01-2017 POP End: 05-31-2018 ANNUAL LICENSE, MAINTENANCE, AND HOSTING FEE HUNTINGTON, WV LEXINGTON, KY LOUISVILLE, KY MEMPHIS, TN MOUNTAIN HOME, TN NASHVILLE, TN MURFREESBORO, TN1.00JB____________________________________ 3004Contract Period: Option 3 POP Begin: 06-01-2017 POP End: 05-31-2018 AUTOMATED RECALL ALERTS (FOR IMPLANTS) FOR ALL 7 FACILITIES VISN 9 HUNTINGTON, WV LEXINGTON, KY LOUISVILLE, KY MEMPHIS, TN MOUNTAIN HOME, TN NASHVILLE, TN MURFREESBORO, TN1.00JB____________________________________ 4001Contract Period: Option 4 POP Begin: 06-01-2018 POP End: 05-31-2019 ANNUAL LICENSE, MAINTENANCE, AND HOSTING FEE HUNTINGTON, WV LEXINGTON, KY LOUISVILLE, KY MEMPHIS, TN MOUNTAIN HOME, TN NASHVILLE, TN MURFREESBORO, TN1.00JB____________________________________ 4004Contract Period: Option 4 POP Begin: 06-01-2018 POP End: 05-31-2019 AUTOMATED RECALL ALERTS (FOR IMPLANTS) FOR ALL 7 FACILITIES VISN 9 HUNTINGTON, WV LEXINGTON, KY LOUISVILLE, KY MEMPHIS, TN MOUNTAIN HOME, TN NASHVILLE, TN MURFREESBORO, TN1.00JB____________________________________ GRAND TOTAL__________________ B.3 Delivery Schedule ITEM NUMBERQUANTITYDELIVERY DATE 0001SHIP TO:VISN 9 VAMCs 800 ZORN AVENUE LOUISVILLE,KY 402061.0006/01/2014 - 05/31/2015 MARK FOR: Sandra McFarland sandramcfarland@va.gov 502-287-5003 0002SHIP TO:SAME AS ABOVE 1.0006/01/2014 - 05/31/2015 0003SHIP TO:SAME AS ABOVE 1.0006/01/2014 - 05/31/2015 0004SHIP TO:SAME AS ABOVE 1.0006/01/2014 - 05/31/2015 1001SHIP TO:VISN 9 VAMCs 800 ZORN AVENUE LOUISVILLE,KY 402061.0006/01/2015 - 05/31/2016 MARK FOR: Sandra McFarland sandramcfarland@va.gov 502-287-5003 1004SHIP TO:SAME AS ABOVE 1.0006/01/2015 - 05/31/2016 2001SHIP TO:VISN 9 VAMCs 800 ZORN AVENUE LOUISVILLE,KY 402061.0006/01/2016 - 05/31/2017 MARK FOR: Sandra McFarland sandramcfarland@va.gov 502-287-5003 2004SHIP TO:SAME AS ABOVE 1.0006/01/2016 - 05/31/2017 3001SHIP TO:VISN 9 VAMCs 800 ZORN AVENUE LOUISVILLE,KY 402061.0006/01/2017 - 05/31/2018 MARK FOR: Sandra McFarland sandramcfarland@va.gov 502-287-5003 3004SHIP TO:SAME AS ABOVE 1.0006/01/2017 - 05/31/2018 4001SHIP TO:VISN 9 VAMCs 800 ZORN AVENUE LOUISVILLE,KY 402061.0006/01/2018 - 05/31/2019 MARK FOR: Sandra McFarland sandramcfarland@va.gov 502-287-5003 4004SHIP TO:SAME AS ABOVE 1.0006/01/2018 - 05/31/2019 B.4 Statement of Work 1. Contracting Officer's Representative (COR Sandra McFarland, Chief SPS 2. Contract Title. Implant Tracking Software 3. Background. Due to FDA requirements and VHA requirements, facilities are required to track implantable devices. The implant software must track and effectively manage inventory of implantable devices (biological and non-biological) and provide accurate data of real-time location for all implants within the facility. See bullets below: o Must offer each area of the hospital its own "instance" or view. Depending on the area the personnel is assigned to, that person will automatically have only the items assigned and stored in that area available to view, log out, and track. The person will automatically have only the items assigned and stored in that area available to view, log out, and track. o Must have 1D AND 2D custom bar code label capabilities - 2D bar code promotes easy scanning of implant detail data into other systems when interfaces are not available due to IT budget/workload. o This barcode system is inherent in the software and is part of the program. No separate barcoding system is needed. Each item tracked receives a unique identifier the moment it is logged into the system. o This barcode system must be inherent in the software and is part of the program. No separate barcoding system is wanted. Each item tracked must receive a unique identifier the moment it is logged into the system. o Must have the ability to seamlessly integrate a "Federated Security" or "Active Directory" integration technology that automatically passes username and password authentication through to their system allowing VA Employees to have the same username/password that they have for their VA PC logins and they would not need to manage two usernames/passwords with software. All the IT Security would happen behind the scenes with VA IT managing all of the change rules etc. as is done currently. Software Company would never even need to know the new usernames and passwords and it would all happen behind the VA Firewall. o Vendor must have made the investment to house all of their Software Applications and their Customer Data in a secure commercially available Network Operations Center. o Must offer VA the highest level of encryption technology available in data transmission and application security. The general scale of work is for: VISN 9 facilities 1st year License Fee, Implementation and Data Import, Training Fees. 5. Specific Tasks. FEE DETAIL - needs to include: Annual License, Maintenance, and Hosting Fee Includes application hosting, license fee, software updates and email/phone support. Annual license, maintenance, and hosting prices are fixed for the first three years of contract and are then subject to change. Implementation and Data Import Once the Contract is signed a member of the Implant Tracking Software Team, Training and Implementation Team (T&I) must be assigned. This individual will guide our organization through all the steps needed to Go-Live at your facility. Company to provide several documents that will assist in the Implementation process: A Project Management/Pre-Implementation document, The Import Specification Document and The Sample Import Layout Document. These tools will assist in assessing existing internal processes, stimulate thought process for where vendor can provide value, and help guide what information will be needed prior to Go Live. Goals for milestones during Implementation and Training: ? Provide Kick-off Call: (30 minutes) this will be the first contact between our Hospital and the Implant Tracking Software staff. To cover pre-implementation details, identify hospital project staff and set the stage for moving forward. ? Implementation and Data Import Call: (1 hour) this will need to be a Webinar session that will cover what hospital specific data elements will need to be collected and provided to the vendor in order to create your hospital site. Data elements include: item types, storage locations, source facilities (vendors), surgeons, procedures and users. ? Data Import: creation of your organizations site and the import of initial data. Training Onsite training must be provided and will include: ? 6 hour initial Super-User/System Administrator training session (Train-the-Trainer approach) in a computer lab environment. ? IT verification prior to go-live. This includes ensuring hospital access to the software site and help with any final hardware (scanner/printer) setup/support. ? End-user training as specified/requested by the customer. ? Software screen customizations: includes setup of several individual screens per organization specifications and internal workflow. ? Assisting the hospital staff/team with on-hand inventory upload. Super-User curriculum content: Overview/Getting Started in tracking software; Screen and Menu; Dashboard; Log Activity Screen; Receiving Items; Generating Barcode Labels; Inventory-related activities - Transfer, Quarantine, Ship Out, and Missing; OR-related activities - Issue, Validate, and Implant; Surgery Follow-up Letters; Explants, Storage Locations; Temperature entry; Reports; Surgeons; Storage Locations; Source Facilities; Item Types; Inventory Reconciliation; Risk/Recall activities - Adverse Event, Adverse Event Notification; Letters; Users; Organization settings. End-User curriculum content: Modules Available: RN/Circulator, Shipping and Receiving, Risk and Compliance, Finance and Reporting, Tissue Coordinator/EMI, and Data Entry specialist for post-surgical entry. These varying length sessions will be focused training based on the tasks needed to perform their roles. Additional post go-live training options to be provided upon request of the facility and fees agreed upon at the time of request: ? Additional onsite training sessions. ? Web-based training (2 hour increment/session) ? One year "check-up" consulting/training session. Optional System Integration Services Software must function well as a stand-alone system. Data Integration with OR/Supply Chain systems is available for specific information on a time and material basis. Optional Consulting Services Vendor must offer consulting services to their software customers. This service is conducted on-site with your staff and uses an effective Production System to evaluate our entire implant handling process. Vendor must use established process improvement methodologies and tools, i.e. process mapping, SWOT analysis, What/Who matrix, 7 Types of Waste Assessment, and Fishbone diagram and others. Support Support must be available via phone and email support as detailed in the contract. 5.1 Task 1 - Enterprise Management Controls: needs to, 5.1.1 Subtask 1 - Integration Management Control Planning. Implementation and data import of the software contract with an assigned member of the vendor's Training and Implementation Team. 5.1.2 Subtask 2 - Contract Management. The vendor's Training and Implementation Team will guide and oversee our local implementation team in organization, through all steps needed to go live within each facility. Deliverables: n/a 6. Performance Monitoring Sandy McFarland, Chief SPS, is the COR for this contract/purchase. Although this system is considered fully automated in implant tracking, there will be continuous performance monitoring by facility Implant Coordinators, or designee if no Implant Coordinator is employed by a particular facility. 7. Security Requirements This product, and its contractors, will have no access to patient records, VA sensitive information, or computer systems. Additionally, contractor will not have unsupervised access to VA grounds. 8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). No government-furnished equipment or government furnished information will be included in this contract. 9. Other Pertinent Information or Special Considerations. Important to note: January 2014, in Central Office, a congressional hearing occurred regarding the tracking of implantable devices. FDA and VHA require facilities to track implantable devices. Inspection and Acceptance Criteria. The COR, Sandy McFarland, is responsible for oversight of the work done under the contract until completion, ensuring that it is performed to time and standard. She is also responsible to assure the inspection and acceptance of products provided incidental to services. 10. Risk Control There are no safety, patient, or infection control issues noted with this implementation. 11. Place of Performance. Implementation will include date import, which will be performed by VA staff at each facility before being sent electronically to vendor's implant software solutions; this portion will be conducted at the vendor facility. After initial setup, vendor will travel to each VA facility to conduct on-site training and final implementation of the hardware/software. 12. Period of Performance. This contract will begin upon issue of purchase order to the implant software vendor. Upon receipt of purchase order, they will begin working via electronic means (telephone, email, etc.) with each facility. This will begin with a 'kickoff call,' to help identify involved facility staff and set the stage for moving forward. Data collection and import will be conducted by VA staff in collaboration with the vendor. Upon issue of purchase order, final rollout and 'go live' date for each facility will be roughly 16 weeks, beginning with the pilot site (Louisville VAMC) and continuing to each facility in VISN 9. Multiple 'milestone' dates will be communicated to and agreed upon by the COR and the vendor for each facility rollout. Timeline is dependent upon each facility independently meeting these 'milestone' dates. Implementation time for each facility is not to exceed six months. 13. Delivery Schedule. There are no deliverables associated with this contract; therefore no delivery schedule is applicable. SECTION C - CONTRACT CLAUSES C.1 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984) Funds are not presently available for performance under this contract beyond 05/31/2015. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond 05/31/2015, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer. (End of Clause) C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days. (End of Clause) C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 66 Months. (End of Clause) C.4 VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984) The contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Kentucky, Tennessee & West Virginia. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there from. (End of Clause) C.5 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/ (End of Clause) FAR NumberTitleDate 852.232-72ELECTRONIC SUBMISSION OF PAYMENT REQUESTSNOV 2012 52.204-10REPORTING EXECUTIVE COMPENSATION AND FIRST-TIER SUBCONTRACT AWARDSJUL 2013 SECTION E - SOLICITATION PROVISIONS FAR NumberTitleDate 52.212-1INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMSJUL 2013 E.1 52.212-2 EVALUATION-COMMERCIAL ITEMS (JAN 1999) (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: i. Price ii. Technical Acceptability iii. Past Performance Technical and past performance, when combined, are significatntly less than price. (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). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of Provision) FAR NumberTitleDate 52.212-3OFFEROR REPRESENTATIONS AND CERTIFICATIONS-COMMERCIAL ITEMSNOV 2013
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/LeVAMC596/LeVAMC596/VA24914Q0081/listing.html)
 

Document(s)

Attachment
 

File Name: VA249-14-Q-0081 VA249-14-Q-0081_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1333495&FileName=VA249-14-Q-0081-002.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1333495&FileName=VA249-14-Q-0081-002.docx

 

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

Place of Performance

Address: VISN 9 VAMCs, See schedule and SOW for;additional information.

Zip Code: 40206
 

Record

SN03350084-W 20140430/140428234421-2ea0018c300bc626d68958e42b9d6898 (fbodaily.com)
 

Source

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

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