SOURCES SOUGHT
Q -- Electronic Quality Management Software System
- Notice Date
- 4/13/2021 3:07:59 PM
- Notice Type
- Sources Sought
- NAICS
- 511210
— Software Publishers
- Contracting Office
- 262-NETWORK CONTRACT OFFICE 22L (36C262) LONG BEACH CA 90815 USA
- ZIP Code
- 90815
- Solicitation Number
- 36C26221Q0617
- Response Due
- 4/19/2021 1:00:00 PM
- Archive Date
- 06/18/2021
- Point of Contact
- Domen, Clift, Contract Specialist, Phone: 562-766-2241
- E-Mail Address
-
Clift.Domen@va.gov
(Clift.Domen@va.gov)
- Awardee
- null
- Description
- THIS REQUEST FOR INFORMATION (RFI) IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION. THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201(e). DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. SOURCES SOUGHT DESCRIPTION This is NOT a solicitation announcement. This is a sources sought/RFI only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 511210 (size standard of $41.5 Million). Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement. The Department of Veterans Affairs (VA), VISN 22 Network Contracting Office, is seeking sources that can provide a Electronic Quality Management Software System that at a minimum meets the attached Statement of Work with a brand name or equal. Electronic Quality Management Software System STATEMENT OF WORK Scope The desired service is required for an electronic Quality Management web-based software platform for quality management of VISN 22 Pathology & Laboratory Medicine Service (PLMS). Modules requested are: document control, competency assessment, non-conforming event management, training program, and inspection preparedness tools capable of downloading accreditation checklists (i.e., CAP, The Joint Commission)/ standards and lab responses to standards. Services to be provided include complete software set up and configuration, conversion from previous formats, onsite or web-based training, software upgrades, and ongoing client support. QMS Software Requirements. Access The software must provide unlimited (24/7/365) access for approximately 700 -1000 unique user profiles. Software allows for multiple users to be assigned to different permissions/roles as needed by facility. User can be assigned multiple permission and roles within software. Operational Features Must include software upgrades for new versions of the software including updates to the current version. Software must be compatible with the VA available browser that VHA subscribes to (currently Internet Explorer 11, Chrome, Or Microsoft Edge 44.17763.831.0 (Legacy) Additional supporting software or plug-ins that are required to be installed (including new versions) on VA owned hardware in order to operate the system properly must be on the VA Technology/Standard List. 99% annual operational uptime of system. Backup solution including an off-site, live fail-over server which can be activated within a short time in case of catastrophic failure. Complete data retrieval capability in the event the company ceases operations or at the completion of the contracted time. Technical Features Solution must be a commercial off the shelf product that is available for full installation within 30 days of the award. The software must have the ability to allow access to multiple users at multiple sites simultaneously. Must be web based. Ability to connect into our active directory for log in and email functions. System must be compatible with a PIV (Personal Identity Verification) card, 2 factor authentication login system. If solution offered is deemed to be SaaS, vendor complies with all VA security requirements for hosting documents as specified containing User Identifiable, business critical information. Have workflows and documents organized and managed by division/site; available across enterprise (all 8 sites within V22 PLMS). The middleware system must be compliant with all Office of Information and Technology and Information Security directives. The contractor s performance must be in compliance with all applicable state, federal and local laws and regulations. If the product is attached to the VA system, the solution/product supplied by the contractor must appear as an approved technology on the most current VA Technical Reference Model (TRM) or must be within 2 lifecycles of the most recent TRM approved version. Or the contractor must have the capability obtain a TRM approval without impacting installation timeframes in section 5 https://www.oit.va.gov/Services/TRM/TRMHomePage.aspx. Contractor must have a Memorandum of Understand/Information Security Agreement (MOU/ISA) with the VA or the capability to obtain an MOU/ISA without impacting installation timeframes in section 5 https://vaww.portal2.va.gov/sites/infosecurity/FY15CRISPAudit/CRISPRemediationContract/WorkSite/SitePages/MOU-ISA_Version2.aspx Upgrade/Updates The Contractor shall provide updates to both the equipment hardware and software in order to maintain the integrity of the system and the state-of the art technology, at no additional charge to the Government. These shall be provided as they become commercially available and at the same time as they are being provided to commercial customers. This requirement only applies to system updates that enhance the model of equipment being offered, i.e. new version of software, correction of software defect, update offered to commercial customers at no additional charge, upgrade to replace model of equipment no longer Contractor supported, etc. This does not refer to replacing the original piece of equipment provided under the IDIQ; however, it does refer to significant changes in the hardware operational capability. Document Control Software must have the ability to handle over 50,000 documents. Software must allow customizable templates which may include headers, footer, numbering. Software must allow various types of documents (File formats) to be used within the system, such as, but not limited to Word, PDF, Excel, VISIO, and PowerPoint. Software must allow multiple approvers on a single document. Software must allow documents to be linked to other documents within the system. Document editing and audit of changes must be contained within the software package. Version/change control with change audit available (so you can see what changes were made) Documents can be tagged to more than one laboratory department and or location. Ability for users to submit a change (edit) request on a live document. Bank of available template and reports to monitor user compliance. Ability to export reports into PDF, Word, and Excel. Capability to reassign documents when someone leaves. Can transfer ownership and approvals of documents if employee transfers. Allows for transfer of roles and responsibilities without reapproval of documents. Allows for addition and removal of staff from groups and assigned documents. Option of document not being published immediately after approval. Allows for delay in publication of documents after approval to allot time for training needs. A minimum of 5 permission levels: Level 1 (i.e. Administrator) Multiple users will be assigned this role per each facility as needed. Level 2 (ie Medical Director) Approval of documents Level 3 (i.e. Owner) access to create, edit and all other features needed for the document lifecycle. Level 4 (i.e. Writers ) access to create, edit and other features needed for document lifecycle under Level 5 (i.e. General Users) access to read and acknowledge documents applicable to assigned duties. The solution must have the ability to have customized levels of permissions and responsibilities with multiple system administrators allowed. Document print option based on permissions. Multiple document approvers may have a horizontal or sequential approval order. Ability to schedule next reapproval of documents, with notification preferences to owner. Reports or ability to confirm which staff have completed review/approval of documents. Reports or ability to confirm which staff have read/acknowledged assigned documents. Must allow for a cascading, down and up, multi-institutional environment (minimum 8) with subdivisions of each institution (minimum 20). Accreditation/Inspection Preparedness Compatible with multiple accreditation agencies (i.e. CAP, TJC, AABB, etc.). Software Company uploads checklists as new checklists are released. The most current version of accreditation agency checklists/standards are maintained and accessible through same software. Ability to link internal documents, external documents and external website links to accreditation checklist and standard requirements. Ability to add free text answers and comments to accreditation checklist/standards. Ability to create site and process specific customized audit tools. Print/download completed audit. Ability to print checklist/standard requirements as either a blank document or after free text answers and comments have been added. Training Support creation of and maintain training profiles for job titles/duties. Maintain records of training by testing system or topics. Track progress of training & relate to competency. Be able to manage remediation of a failed training. Competency The solution must have the ability to customize employee competency profiles based on job duties. The solution must provide authentication using current system (such as Active X) for all employees with the ability to track supervisory and employee electronic signatures as needed. The solution must have the ability to manage all six elements of competency for all test systems as mandated by Clinical Laboratory Improvement Amendments (CLIA) and accrediting agencies including: Direct observation of test performance Monitoring and recording of test results Review of test results Direct observation of maintenance performance Assessment of test performance through blind sample testing or proficiency sample testing Evaluation of problem-solving skills. The solution must have the ability to manage all six elements of competencies listed above for the defined timeframes of semiannually during the first year of the employee s duties and annually thereafter. In addition, the software must be able to manage remediation of a failed element. The solution must have the ability to create quizzes or test and auto grade for appropriate elements of competency listed above. Software must be capable of documenting and managing remediation of a failed element(s). Ability to track changes and updates made, specifically what change was made, by who, and the date/time. Allows for uploading of competency documentation needed to meet accrediting agency requirements. Allows for paperless tracking and storing of competency assessment documentation to ensure compliance with each facilities competency program. Software has a dashboard for tracking and trending compliance, dues dates, status, and other useful functions. Software has ready-to-use as well as customizable competency profiles/checklists for each instrument, test, or platform in use. Ability to export employee rosters as required by accrediting agencies. Ability to print and export reports into but not limited to PDF, Word, and Excel. Event Reporting/ Non-Conforming Event Management Ability to capture lab error variance/problems at a user level. Workflow for problems to include investigation, cause analysis, risk assessment (includes reporting outside lab), corrective actions, review. Ability to capture each event report in data base to allow trending by type of problem, cause, location, involved staff and actions. Ability to link problems to approved documents and follow-up audit tools. Ability to share coding of problems between facility and divert specific event reports to V22 PLMS partners for follow-up (i.e. shared testing variances). Ability to create own custom forms within and across different sites. Design and build customized workflows within and across different sites. Ability to build and pull reports to track and trend data from customized forms. Ability to export reports into PDF, Word, and Excel. Validation Ability to create validation plans as a document type within the solution, with different approval workflows. Ability to save Links to related validation data maintained outside the solution and obtain solution approvals on validation summaries. Deliveries & Performance. Installation/Implementation All sites shall have a complete installation and go live of their system within one year of this IDIQ. Assistance with full implementation of the system including account setup and configuration of application website based on our organization needs as well as transition of documents from previous program. Assistance with initial document upload including importing of important dates associated with the documents including but not limited to release date, next review date and previous review dates. Installation Plan with timelines for all sites Implementation must include a project plan to include timelines Contractor shall execute an implementation plan which includes: Installation- Contractor shall make every effort to conduct a concurrent implementation at all sites with weekly collaborative meetings. Contractor shall provide a dedicated project manager throughout the entire implementation. Installation shall also include conversion of all current data minimally including documents currently published and operator/staff profiles. In addition, training must be provided to all sites. Acceptance- Must meet the approval requirements of accrediting agencies and laboratory medical director approval at each facility to meet accreditation standards. Go-Live- Dedicated project management and technical support must be available above the requirements of the above sections under Installation/Implementation the day of go-live at each site for 3 days. Post Go-Live Follow Up- Check in should include at least a two week and 30 day after go-live date. Site preparation specifications shall be furnished in writing by the Contractor as a Site Preparation Report after award of the delivery/task order. Contractor shall provide coordinated professional installation and implementation project management services to implement the system specified in the SOW at all identified sites. The Contractor shall provide a firm estimate of working days required from date of delivery order to go-live based upon the SOW. The initial installation site report shall be provided to the CO no later than one week after the initial post award conference and all other site reports shall be provided at least forty-five (45) days before installation of all those sites unless the CO approves a shorter timeframe. Contractor shall visit/meet with each site to determine specific site prep requirements including but not limited to: VA responsibilities Additional resources needed as provided in vendor specifications Training Initial training for all administrators and end users. Training, instruction, and consultation must be provided by the contractor for both initial installation and post installation operations. Contractor shall at minimum provide on-site training for up to 8 hours per site as requested by the facility. Vendor must provide training plan Contractor will provide example policies and procedures such as standard operating procedure templates. The Contractor shall provide a training program that is coordinated with and timely to the equipment installation. Training shall include initial setup and user training; onsite training for go-live support, super user training, and follow-up training. User and Service Manuals: The contractor shall provide downloadable PDF versions of operator manuals, service manuals, electronic schematics, troubleshooting guides, diagnostic software, and tools. Additionally, any upgrades to these documents shall be provided by the Contractor free of charge. These manuals shall include all components and subsystems, including those not manufactured by the Contractor. These manuals and documentation shall be identical to the ones supplied to the manufacturer s service representatives and shall contain the diagnostic codes, commands, and passwords utilized in maintenance, repair, and calibration of the equipment/software and provided for the life of the system at no additional cost. Additional training must be available upon request. Access to other training materials for end users. Support Features. Technical Support The contractor provides 24-hour, 7days a week Technical Support by calling a toll-free number. Emergency Repair- Technical Support is available Monday through Friday, 08:00AM to 5:00PM, MST. After business hours including weekends and holidays, an answering service is available. Responses will be received from technical support within 30 minutes via phones call. Participating Facilities Additional Facilities within VISN 22 may be added to this agreement with an exercise of a supplemental agreement between the CO and Contractor. A Contracting Officer Representative (Hereafter referenced as COR) shall be assigned from each facility as a primary point of contact. Overall pricing should reflect the overall volume of all sites below and should be taken into consideration for any addition of future facilities within VISN 22. Long Beach VAMC Loma Linda VAMC San Diego VAMC Greater Los Angeles VAMC New Mexico VAMC Tucson VAMC Phoenix VAMC Prescott VAMC V22 PALMS Office The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications. If you are interested, and are capable of providing the sought out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions: (1) Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc.) (2) Is your company considered small under the NAICS code identified under this RFI? (3) Are you the manufacturer or distributor of the items being referenced above (or equivalent product/solution)? What is the manufacturing country of origin of these items? (4) If you re a small business and you are an authorized distributor/reseller for the items identified above (or equivalent product/solution), do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? (5) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract type and number. (6) If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the referenced items/solutions available on your schedule/contract? (7) Please provide general pricing for your products/solutions for market research purposes. (8) Please state your company s DUNS number. (9) Please submit your capabilities in regard to the salient characteristics being provided and any information pertaining to equal to items to establish capabilities for planning purposes? *** Submissions addressing Section (9) should show clear, compelling and convincing*** evidence that all equal to items"" meet all required salient characteristics. Responses to this notice shall be submitted via email to Clift.Domen@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Monday, April 19th, 2021 at 1:00 p.m. PST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this request for information. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.
- Web Link
-
SAM.gov Permalink
(https://beta.sam.gov/opp/6a1555d6dad948418a902b187cc650e2/view)
- Place of Performance
- Address: Department of Veterans Affairs Northern Arizona VA Healthcare System 500 HW 89N, Prescott, AZ 86113, USA
- Zip Code: 86113
- Country: USA
- Zip Code: 86113
- Record
- SN05971264-F 20210415/210413230118 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
(may not be valid after Archive Date)
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