Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF APRIL 18, 2019 FBO #6355
SOURCES SOUGHT

R -- (S4) (660) Drawing Space CAI-Data-Management

Notice Date

4/16/2019
 

Notice Type

Synopsis
 

NAICS

541519 — Other Computer Related Services
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office;NCO 19;6162 South Willow Drive, Suite 300;Greenwood Village CO 80111
 

ZIP Code

80111
 

Solicitation Number

36C25919Q0279
 

Response Due

4/19/2019
 

Archive Date

6/18/2019
 

Point of Contact

susan.delacruz@va.gov
 

Small Business Set-Aside

N/A
 

Description

This is a SOURCES SOUGHT NOTICE for market research purposes only to determine the availability of potential businesses with capabilities to provide the services described in the Statement of Work Statement (SOW). Potential offerors are invited to provide information via e-mail to susan.delacruz@va.gov. All responses will be used to determine the appropriate acquisition strategy for a potential future acquisition according to SOW. Potential contractors shall provide, at a minimum, the following information to susan.delacruz@va.gov: 1) Name, address, point of contact name, phone number, and e-mail address. 2) Brief capability statement with enough information to determine if the company can meet the requirement. The Capabilities Statement for this sources sought is not expected to be a Request for Quote nor does restrict the Government to an ultimate acquisition approach, but rather short statement regarding the company's ability to provide the service below. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. The capabilities will be evaluated solely for the purpose of determining to Set-Aside for the Small Business Community or to conduct as an Unrestricted Procurement. The Government must ensure there is adequate competition among the potential pool of available contractors using GSA website. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government nor will the Government pays for information solicited. This synopsis is not a solicitation announcement for Request for Quote. No formal solicitation document exists at this time, and no contract will be awarded from this announcement. Respondents will not be notified of the results of the evaluation. All interested contractors should notify this office via email by 12:00 PM (MST) on April 29, 2019. ______________________________________________________________________________ Statement of Work Drawing Database Management Services I. SCOPE OF WORK: Furnish all necessary professional services, equipment, labor, materials, supervision, and tools to perform drawing database management services, to include by not limited to; general field verification for architectural drawings; build a Capital Asset Inventory (CAI) database and reporting system; build an Electronic Library of current AutoCAD formatted drawings with links/referencing to scanned drawings; host database on secured server, with backup storing, and provide login access to the system through the internet; update and maintain the database with changes that occur through construct or in-house maintenance work; provide training for use of the system; located at 500 Foothill Drive, Salt Lake City, UT 84148. VASLCHCS is Located on a 70 - acre campus situated at the foot of the rugged Wasatch Mountains and overlooking the city below, the George E. Wahlen Department of Veterans Affairs Medical Center is a 121 - bed tertiary care facility serving veterans residing within a 25,000-square mile primary service area and a total of approximately 1.3 million square feet of floor space. It is closely affiliated with the University of Utah School of Medicine, which is physically located adjacent to the Medical Center. Salt Lake City offers all the traditional services plus specialty areas such as pathology, radiology, neurology, nuclear medicine, psychiatry, and open-heart surgery, including cardiac transplantation. The Medical Center is in operation 24/7 with Patients, visitors, and staff. The contractor and sub-contractor shall always be mindful of this and shall conduct themselves accordingly. General: Only approved individuals, designated in writing will be authorized to initiate tasks against this contract, all other requests will be considered unauthorized and may not be paid for under this contract. Period of Performance: The Government s intent is to establish the contract to awarded for a period of one year, with four addition option years that could be exercised based upon contractor s satisfactory performance, accumulating to five years total. Contract is required to provide all labor, equipment, materials required to perform the work required under this contract. Government equipment and materials will not be utilized/provided. General Requirements: DRAWING DATABASE MANAGEMENT SERVICES: The relevant services are comprised of, but not limited to, the following services: GENERAL FIELD VERIFICATION FOR ARCHITECTURAL DRAWINGS: The Contractor shall field verify the accuracy of the architectural drawings in a manner that verifies that general conditions noted on the drawings appear to be accurate. The architectural drawings are currently in AutoCAD and paper copies. However, projects have taken place affecting certain areas of certain buildings that need to be captured. There are typically three types of projects that occur within VASLCHCS: (1) Minor projects that were done in-house for which project drawings may or may not be available, (2) NRM construction projects for which a design firm was utilized, which consists of projects that are small to medium in size, and (3) Minor construction projects for which a design firm was utilized, which consists of projects that are medium to large in size. These design firms and contractors may have supplied the medical center with design and as-built drawings in AutoCAD and/or hard copies and the medical center will make all available drawings to the vendor. The medical center cannot guaranty the accuracy of these drawings and therefore the vendor may need to conduct a field survey to capture current conditions. In planning for this surveying, the vendor must be aware that some areas may not be readily available to be surveyed and they must plan in consultation with the occupying service line and VA Contracting Officer s Representative (COR) and conduct the surveys when it is convenient for the service line. The vendor shall update all CAD drawings for any changes needed, based off the surveys. In updating the CAD drawings, the vendor shall comply with VA CAD standards. BUILD A CAPITAL ASSET INVENTORY (CAI) DATABASE AND REPORTING SYSTEM: The Contractor shall develop and utilize a VA approved secure online database. This technology must be consistent with VA policies and standards, including but not limited to VA Handbook6101 and 6500, VA Directives 6004, 6513 and 6517 and National Institute of Standards and Technology (NIST) standards, Including Federal Information Processing Standards (FIPS) All Sensitive data is properly protected in compliance with all VA regulation. Developed database is owned by contractor. When the contract is rendered complete all information will be returned to the VA in its native format. The medical center requires a space management system that can track the assignment of all spaces and capable of generating reports including Capital Asset Inventory (CAI) reports. The space database shall, at a minimum, contain the following pieces of data: Room numbers Space functions Service line assignments CAI Space Driver assignments Net and Gross Square footages The medical center will provide to the vendor what available information is on hand. However, the vendor shall conduct a walkthrough through the buildings to capture the required information for every room. In planning for this survey, the vendor must be aware that some areas, such as pharmacies, OR s, and certain patient areas, may not be readily available to be surveyed and they must plan in consultation with the occupying service line and VA Contracting Officer s Representative (COR) and only when it is convenient for the service line. BUILD AN ELECTRONIC LIBRARY OF CURRENT AUTOCAD FORMATTED DRAWINGS WITH LINKS/REFERENCING TO SCANNED DRAWINGS: The Contractor shall meet with VA Contracting Officer s Representative (COR) to develop file naming system. Capture existing paper and electronic drawings so that they can be easily organized, retrieved and shared among all stakeholders including external contractors and designers. Title Block information must be captured and linked to each drawing to facilitate ease of use. Scanning of hardcopy paper drawings will be required. Drawings shall be organized and linked in a way to be user friendly and comprehensive. HOST DATABASE ON SECURED SERVER, WITH BACKUP STORING, AND PROVIDE LOGIN ACCESS TO THE SYSTEM THROUGH THE INTERNET: The associated drawings and data shall be hosted on a server operated by the vendor. The server and web portal shall have all VA required security and encryption measures implemented. Contractor shall work with the VA to develop the layout and appearance of the web portal. The server shall have a separate backup system that the vendor will work out with the VA on the intervals backups shall take place. The vendor shall maintain the server and provide technical support on an on-going basis to VA users. The web portal will consist of numerous modules each with a specific purpose: As-Built Library: Stores and makes available AutoCAD, printable as PDF, as-built drawings and allows for drawing mark-up tools. The drawings shall consist of a design disciplines, i.e. architectural, electrical, mechanical, plumbing, etc. Space Module: Manages and reports on detailed allocation and use of space among service lines. This database shall ensure that all space within the Medical Center is accounted for and allocable to the specific categories required for reporting to VHA for Capital Asset Inventory (CAI). Documents Module: Provides for an electronic library of legacy drawings that be retrieved and shared among all internal and external stakeholders. Administration Module: Provides for VA administration of the system and its modules. The vendor shall maintain the system without interruption, to include power interruptions, on a 24/7 basis and provide unlimited technical support. Technical support may be limited to normal operating hours. Technical support shall include telephone calls and email. Technical support shall include on-line training, if requested. The database must be able to support multiple users simultaneously. It should allow for select individuals to have administrative rights and able to assign privileges to users, to include administrative rights, to limit or expand user s privileges. UPDATE AND MAINTAIN THE DATABASE WITH CHANGES THAT OCCUR THROUGH CONSTRUCT OR IN-HOUSE MAINTENANCE WORK: Ongoing additions or renovations require changes to drawings to maintain the integrity of the drawing database. The VA will require that these changes be incorporated in the existing drawings so that the drawings in the system will be current. These incorporated changes shall include all disciplines of the project. The frequency and extent of such changes will depend on completion of projects and may be unpredictable. Periodically, the VA will send to the vendor drawings and other documentation that indicate the alterations in certain areas. Typically, these changes will be forwarded as AutoCAD or PDF files. The vendor shall, upon receipt of such documents, consult with VA staff and clarify the changes as necessary. The vendor shall incorporate the changes in the drawings and update the CAI, Space and As-Built modules, as needed. The vendor shall make the changes in drawings in a reasonable amount of time, no more than fifteen (15) business days, unless contractor and VA agree in writing on an alternate deadline. The VA may decide to add additional buildings or suites to the system. This task shall include making field measurements and sketching out the drawings, drawing them in CAD, and loading them to the database and reporting system. PROVIDE TRAINING FOR USE OF THE SYSTEM: Provide training for end users, demonstrating the use of the online system. This training should focus on the system modules in use by the VA. Specialized training for administrative users, that are designated by the VA, shall be more in-depth to cover any additional functions used by these users. II. OTHER TERMS AND CONDITIONS: The VA will not provide servers, equipment, or other items needed to perform the required service. Work done on-site at the ordering VA shall be coordinated with the Contracting Officer Representative (COR) appointed by the CO. Generally, work will be done during normal business hours (M-F 8-4:30), excluding federal holidays. If work need to be performed after hours for convenience to the government, all hours will be coordinated with the (COR). III. QUALITY ASSURANCE PLAN: Performance will be measured by accessibility of the internet portal available to the end user, vendor timeliness in responding to service requests, and the quality of the maintained drawings and database. The facilities drawings created by the vendor shall be compliant with VA standards and be compatible with generally accepted industry practices. When the vendor creates new facility drawings the vendor shall submit a preliminary set of drawings for review by the medial center staff. The vendor shall hold in person or on-line discussions to discuss the review findings and make agreed-upon modifications. The facilities related data such as occupancy by service lines collected or validated by the vendor must be reviewed by medical center staff and the vendor shall make all agreed-upon changes. When the medical center sends out existing drawings for updating to the vendor, vendor shall acknowledge the receipt within seven days of receiving them. Within the next seven days the vendor shall hold discussions with the VA staff if the vendor has questions or requires clarifications. Once the clarifications are done, the vendor shall update the drawings and load them on to the portal within a further period of 15 days. The quality of the images maintained in the vendor s database shall be legible and high quality. The vendor shall make all appointments scheduled with the COR on time and without delay. Should the COR determine that the vendor is not meeting this level of performance, the COR shall notify the CO of the specific complaint and provide evidence. The CO will investigate the claim and give the vendor the opportunity to provide evidence or make right the error (if applicable). Should the CO find an uncorrectable deficiency has occurred, the contract file will be noted, performance evaluations will reflect the uncorrectable deficiency, and the CO retains the right to pay less than the invoiced amount for the related work. VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE VA INFORMATION CUSTODIAL LANGUAGE: a. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. SECURITY INCIDENT INVESTIGATION: a. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. b. To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. LIQUIDATED DAMAGES FOR DATA BREACH: a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. b. The contractor/subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. SECURITY CONTROLS COMPLIANCE TESTING: a. On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time. BADGING: a. All employees of general contractor and subcontractors shall comply with VA security management program and obtain temporary VA badges. This will require fingerprinting and background checks of each individual. The employees of the general contractor will obtain permission of the VA Human Resources, be identified by project and employer, and restricted from unauthorized access. *******************************End of Page************************************* NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (16-APR-2019); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
 

Web Link

Link To Document
(https://www.fbo.gov/spg/VA/VARMCCC/VARMCCC/36C25919Q0279/listing.html)
 

Place of Performance

Address: Department of Veterans Affairs;500 Foothill Drive;Salt Lake City, UT

Zip Code: 84148

Country: USA
 

Record

SN05283034-F 20190418/190416230028 (fbodaily.com)
 

Source

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

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