Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JULY 26, 2017 FBO #5724
DOCUMENT

D -- Emergency Management System Web Based Platform - Attachment

Notice Date

7/24/2017
 

Notice Type

Attachment
 

NAICS

511210 — Software Publishers
 

Contracting Office

Department of Veterans Affairs;Overton Brooks VA Medical Center (90C);510 East Stoner Avenue;Shreveport LA 71101
 

ZIP Code

71101
 

Solicitation Number

VA25617Q1125
 

Response Due

8/8/2017
 

Archive Date

9/7/2017
 

Point of Contact

Anthony R Mitchell
 

E-Mail Address

0-4068<br
 

Small Business Set-Aside

N/A
 

Description

SOURCES SOUGHT SYNOPSIS DESCRIPTION: This Sources Sought Synopsis shall be used to determine the availability of potential sources having the skills and capabilities necessary to perform/provide Annual Subscription Site Licenses for Online Access to Emergency Management (EM) Software Information System Webhosting Platform. All interested vendors are invited to provide information to contribute to this market survey/sources sought synopsis including, commercial market information. This is not a solicitation announcement. This is a sources sought synopsis only. Questions should be submitted by email to anthony.mitchell4@va.gov. Provide only the requested information below. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification (Service Disabled/Veteran Owned Small Business (SDVOSB/VOSB), Hubzone, 8(a), small, small disadvantage, woman owned small business, or large business) relative to NAICS 511210, Internet Webhosting Platform Services, (size standard of $25 million). 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 the FBO website. Responses to this sources sought synopsis are not considered adequate responses to the solicitation announcement. All interested offerors must respond to the solicitation announcement in addition to responding to this sources sought announcement. Please demonstrate the contractor's ability to perform services of this nature as the course of its daily business operations. Services shall be performed in accordance with industry standards and practices by qualified personnel. Responses must be emailed to anthony.mitchell4@va.gov no later than NOON CST, August 8, 2017. Your response should include both the STATEMENT OF CABABILITY and BUSINESS SIZE AND SOCIO-ECONOMIC STATUS information as explained below. Please place Attention: VISN 16 Online Access EMS, in the subject line of your email. This notice is to assist the VA in determining sources only. A solicitation is not currently available; therefore, DO NOT REQUEST A COPY OF A SOLICITATION THAT DOES NOT EXISTS. If a solicitation is issued it will be announced later, and all interested parties shall respond to that solicitation announcement separately from the responses to this announcement. REQUESTED INFORMATION: (1) STATEMENT OF CABABILITY: (1) Submit a brief [five (5) pages or less] capability statement explaining your capability to perform Annual Subscription Site Licenses for Online Access to Emergency Management (EM) Software Information System Webhosting Platform. Include the number of qualified personnel needed to accomplish this service. Include experience in performing these services for the VA, other Government (Federal or State) agency, or for a private medical facility. Please specify your maximum capacity and your availability to start. (2) BUSINESS SIZE AND SOCIO-ECONOMIC STATUS: (a) Indicate whether your business is large or small (b) If small, indicate if your firm qualifies as a small, emerging business, or small disadvantaged business (c) If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act (d) Indicate if your firm is a certified Hub zone firm (e) Indicate if your firm is a woman-owned or operated business (f) Indicate if your firm is a certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) (g) Include the DUNS number of your firm. (h) State whether your firm is registered with the System for Award Management (SAM) at http://www.sam.gov and/or the VetBiz Registry at http://vip.vetbiz.gov/. If not, please NOTE: any future solicitation could only be awarded to a contractor who is registered in the System for Award Management (SAM). To receive award based on VOSB or SDVOSB status you must be registered in the VetBiz Registry. SPECIFIED REQUIREMENT: The contractor shall communicate its capabilities to accomplish the following: (See next page) SCOPE OF WORK VISN 16 requires, in accordance with Statement of Work, Annual Subscription Site Licenses for Online Access to an Emergency Management (EM) Software Information System. It is important that this solution's integrated high-speed notification service can be used whenever it becomes necessary to notify staff, partners, or others, to activate the ICS, or urgently to make any general business communications faster and more efficient. It is not acceptable for this emergency management solution to have non-integrated applications to meet the requirements. Specifically, the service will include integrated emergency management components as described below. Vendor experience is required in VHA network healthcare systems with positive outcomes and recommendations. DESCRIPTION OF SERVICE VISN 16 requires a National Incident Management System (NIMS)/Incident Command System (ICS)-compliant hospital emergency management software solution that includes an integrated contact management database and integrated multi-modal notification. The successful solution will promote superior and efficient Emergency Management (EM) program by streamlining and improving the four phases of EM: mitigation, preparedness, response and recovery. Compliance refers to NIMS/ICS regulatory obligations, and includes standards of The Joint Commission (TJC) and the Veterans Health Affair s (VHA) own accreditation metrics meeting all the following EM solution requirements. The vendor will provide the following services and benefits: A comprehensive EM solution that satisfies VA Healthcare Emergency Management program management needs, including: NIMS/ICS-compliant real-time emergency management planning utility that allows VA to create/update/store ICS planning documents. Integrated Hazard Vulnerability Assessment (HVA) tools with the ability to document HVA s within the system for visibility and comparison to other users. Ability to maintain, update, share and revise basic emergency operations plans HIPAA compliant vendor/solution. (Health Insurance Portability and Accountability Act) Online training resources. Software assisted After Action Reports (AAR), including on-demand, event-specific generation of HICS reporting forms. Robust Hospital Incident Command System (HICS) structure and corresponding job action sheets, that are customizable Detailed, easily generated, and easily understood historical reporting for all aspects of the EM practice including ability for the user to create reports from the system on all portions of the solution including event timelines, notification statistics, response percentage, event activities, etc. High speed, two-way notification that can be triggered by VA users using any of multiple methods (Internet, phone, etc.) and reaching recipients at multiple devices (phone, email, SMS, pagers, etc.) VAMC wide management capabilities which allow the VAMC to better organize, report, survey, and communicate during planning processes, exercises and within real events. Availability of the solution at all our locations via a Software as a Solution (SaaS) offering that does not require VA personnel to install, maintain, or upgrade any new/dedicated hardware/software to use the solution. High availability (minimum 99.9% uptime per year). Ease of updating organizational, ICS, and contact information so that our planning and response resources can stay current. Dedicated, high-quality 24/7/365 customer and technical support. Flexible subscription/license offering allowing us to choose the solution that best serves our functional and budgetary needs. A transparent offer, clearly stating what services are being offered for what fees, with clear pricing that can be operationally budgeted (no fine-print or belatedly disclosed fees and no significant, unbudgeted expenses down the line). Related services, optionally available and clearly priced, with the potential to increase our ROI on the solution, and/or for existing personnel and processes. Ability to build sub specialty groups that can be rolled up into a comprehensive emergency team from within the facility, as well as, take advantage of, by integration, the contacts available via the existing emergency management and response system used by other VAMC s where possible. Specific Tasks Solution must meet the following requirements and be clearly outlined: System Functional Capabilities: (Technical Requirements) 128-bit end-to-end SSL encryption Database encryption minimums: Blowfish, DES or Triple DES The platform must be fully accessible to all personnel who are authorized to use the system. The platform will have a rapid search capability that will allow a word or phrase search of any individual facility or network documents The system must have a backup system or redundancies in place to ensure the system has uninterrupted functionality especially during high demand times of a real emergency. Including: Real time failover, across multiple geographic locations Fully automatic daily backups Provide a minimum of 99.99% up time Allow for data, including HVAs, documents/plans, and contacts to be easily shared by the facility Facility Administrators will input their own employee contact information. Identified administrators will have ability to add contacts into the system. System Access and Verification of Services: The Contractor shall provide access via URL-IP static port: User Id and passwords for the system verification process. Is expected to voluntarily be on site before the current contract is cutoff. Payment will be made only after satisfactory completion of concrete deliverables/service (i.e. access is available Network-wide before the end of the existing contract period via a static URL - IP access) The government shall decide service acceptability after one week of testing. Testing shall consist of granting designated administrators, a minimum of three (3), access to facility accounts. Facility administrators will have the ability to vary levels of facility access at their stations and attest that the system is operational in all system capabilities. The alert portion of the system will be tested with an exercise alert from the VISN office to the filed sites. After the COTR/COR has made a written determination that the system is working satisfactorily, permission will be given to administrators to grant access as applicable net-work wide. Response: (Deliverables) System will communicate necessary information to response teams across the facility in case of an emergency via telephone, (including extensions) email, pager, fax and SMS text System will allow for unlimited number of contacts to be added with auto-maintenance capabilities to keep updated contact information, and reporting capabilities System will allow for all contacts to have specifically defined user-access privileges. System will allow for contact records to have customized contact information fields in order that notification groups be built real-time to be notified for specific tasks/emergencies The service will also include an automated recall system for these same teams where the capability can send out information to all or specific groups of employees, query individuals requiring a response. This function must be able to send voice and text messages. This database will store all calls and responses and maintain a log for compliance reports The solution must provide the ability to initiate notifications or codes via mobile devices with internet access A real-time response console that allows for the response team to communicate easily and completely including task assignments, resources requests, alerts, calling in of staff, relieving staff from a shift, electronic attachment of documents, and information updating including beds for example. This console needs to be easy to navigate for incident participants who may not be frequent users of the system. Additional functions within this console include: Allow for situational awareness communication during exercises or emergency events. Ability to set up any number of private group conversations concurrently. Examples could be leadership staff, logistics team, PIO team, VAMC only staff, CBOC s, etc. Sharing of documents and directives to specific facility assigned emergency teams Allows for the tracking of this communication for automated assistance with After Action Reporting purposes, after the exercise or incident All situational awareness communications must be able to be generated directly by the facility, without intervention being required on the part of the vendor Prepare: System will include secure web-based platform for all emergency management related plans, documents, and reporting forms that can be accessed through a secure web link The platform must provide an integrated and customizable set of HICS 5 charts with related Java toolkit for creating agent-based simulations (JAS) that can also be customized and merged with roles if needed. The platform must provide full customer control to automatically upload documents without vendor intervention unless requested by customer. The platform must provide an HVA system with: Nationally recognized hazards that can easily be turned on or off The ability to develop customized hazards Ability to associate applicable EOPs, SOPs and documents to specific hazards (standard or custom) for mitigation/compliance purposes Automatically link a hazard to a directly associated HICS V ICS chart System must automatically provide an After-Action Report (AAR) that captures all relevant information during the event Allow for exercises to be run and documented that include: Real time Document and Directive sharing Real time participant communication Improvement Plan template Participant feedback templates Victim database for ease of selecting patients in a fully functional exercise Allow sharing of data across other facilities that use the vendor s software: Exercises and Events Documents HVAs Contacts Comply: The proposed solution will include Compliance Checklists for NIMS and Joint Commission Emergency Management standards and allow for: Ease of recording status Allow for attachment of notes, EOP/SOP documents Allow for the assigning of Tasks per Activity or Element of Performance Hands On User training (remote) is provided by the vendor Recurring training (remote) is offered quarterly. Across Multiple Facilities Capabilities if applicable: Consolidate information from multiple hospitals, CBOC s, Long Term Care, and other facilities. Each facility account manages multiple HVA s for CBOC s and ancillary facilities that are supported by the primary facility. The VA desires a system that can consolidate HVA s from multiple sites under one account. Potential offerors should indicate how their system allows capture, documentation and comparison of multiple hazard vulnerability analysis under one facility account. Monitor compliance tracking across all VA facilities. Be able to view all critical inventories at the facility level as well as at a consolidated level. View VISN wide HVA s, NIMS, Beds, Policies and other relevant information. Be able to view, track, and update contact information across multiple facilities. Be able to survey all facilities through an easy to use survey capability plus report on all results. SERVICE ADDRESSES Alexandria VA Medical Center Central Arkansas Veterans Health Care System 2495 Shreveport Hwy 71N 4300 West 7th St. Pineville LA 71360 Littlerock, Arkansas Alexandria Mailing address Central Arkansas Veterans Health Care System P.O. Box 69004 North Little Rock Campus Alexandria, LA 71306-9004 2200 Fort Roots Drive North Little Rock, AR 72114 VA Gulf Coast Veterans Health Care System 400 Veterans Blvd. Biloxi, MS 39531 Veterans Health Care System of the Ozarks South Louisiana Veterans Healthcare System 1100 N. College 1555 Poydras Street Suite 1600 Fayetteville, AR 72703 New Orleans, LA 70112161-1011 South Louisiana VAHCS Mailing address South Central VA Health Care Network P.O. Box 61011 715 South Pear Orchard Rd. Plaza One, 3rd Fl. New Orleans, LA 70112161-1011 Ridgeland, MS 39157 Michael E. DeBakey VA Medical Center 2002 Holcombe Blvd. Houston, TX 77030 G.V (Sonny) Montgomery VA Medical Center Overton Brooks VA Medical 1500 E. Woodrow Wilson 510 E Stoner Ave. Jackson, MS 39216 Shreveport, LA 71101 Third Parties: VA strongly prefers to work with a single successful vendor who can provide the entire SaaS based EM solution requested in this SOW, a vendor who will be uniformly responsible for and accountable to VA for all concerns and services, whether commercial, functional, legal, delivery related, support related, security related, privacy related, or otherwise. If vendor plans to engage a third party/partner to provide any of the proposed products or services, the need for each such third party must be clearly identified that are not the vendor s own. Representation of proposed services as the Bidder s which are provided by a third party is grounds for disqualification from consideration, at VA s sole discretion. Other Requirements: The proposed solution and all its related components must be on a GSA schedule for procurement Vendor must provide five (5) VA hospital and/or VISN references with contacts whereby the proposed solution has been implemented, tested and running for no less than (1) one year. The pricing component shall be an all-inclusive price for the service rendered. Acceptance of this service is subject to successful testing. A system-wide test of the alerting component is anticipated for the 1st duty day of the contract. The network office will initiate an alert to VISN staff and VAMC leadership, requiring stations to conduct a test alerting their leadership. VISN and facilities will produce system report on their test to verify successful contact and response. Upon completion of this phase, all stations will conduct operational tests of other system functions and report completion/success status to the Network Emergency Program Manager. When/ if analysis of the test data is satisfactory, the Contracting Officer will accept the system via email message to the vendor POC. Should Network 16 be required to switch to another system after the contract period for any reason, but in anticipation of a common mandatory VA alert system, the vendor will assist Network 16 in its transition.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/ShVAMC/VAMCLAOBrooks/VA25617Q1125/listing.html)
 

Document(s)

Attachment
 

File Name: VA256-17-Q-1125 VA256-17-Q-1125.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3680946&FileName=VA256-17-Q-1125-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3680946&FileName=VA256-17-Q-1125-000.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: Department of Veterans Affairs;VISN 16;South Central VA Health Care Network;715 South Pear Orchard Rd.;Ridgeland, MS

Zip Code: 39157
 

Record

SN04593627-W 20170726/170725090052-2f5cb887d39269fcd1bdbfda5c68a234 (fbodaily.com)
 

Source

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

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