SOLICITATION NOTICE
70 -- Electronic Quality Management Software System
- Notice Date
- 4/27/2021 11:55:24 AM
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 511210
— Software Publishers
- Contracting Office
- 262-NETWORK CONTRACT OFFICE 22L (36C262) LONG BEACH CA 90815 USA
- ZIP Code
- 90815
- Solicitation Number
- 36C26221Q0671
- Response Due
- 5/7/2021 1:00:00 PM
- Archive Date
- 07/06/2021
- Point of Contact
- Domen, Clift, Contract Specialist, Phone: 562-766-2241
- E-Mail Address
-
Clift.Domen@va.gov
(Clift.Domen@va.gov)
- Small Business Set-Aside
- SBA Total Small Business Set-Aside (FAR 19.5)
- Awardee
- null
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 -- Streamlined Procedures for Evaluation and Solicitation for Commercial Items, in conjunction with FAR -- Part 13 Simplified Acquisition Procedures; and supplemented with additional information included in this notice. This solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular 2021-05, dated March 10, 2021. Solicitation 36C26221Q0671 is issued as a Request for Quote (RFQ) and constitutes the only solicitation. The Government intends to award a single Firm-Fixed Price (FFP) award contract. This procurement will be issued under Full and Open Competition after exclusions under a Small Business set aside. NAICS Code is 511210 and the Small Business Administration s (SBA) size standard is $41.5 Million. The Government is seeking a contract to acquire Electronic Quality Management Software System. This solicitation is seeking to fulfill the following statement of work: 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 BPA; 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 BPA. 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 Period of Performance. The period of performance will start shortly after award for a One (1) Year Base with the Government having the option to exercise (4) four (1) one-year renewal periods in conjunction with 52.217-9. Provisions 52.212-1, Instructions to Offerors Commercial and 52.212-2, Evaluation Commercial Items are applicable to this acquisition. Furthermore, Provision 52.212-2 is utilizing the lowest price on an Acceptable/Unacceptable evaluation process. Submitting Quote: Offeror(s) shall submit their quote via email on company letterhead and shall include the completed pricing forms, along with name, address, telephone number of the offeror, firm s DUNS#, total price and a completed copy of FAR Clause 52.212-3 Offerors Representations and Certifications - Commercial Items or a copy of offeror s annual offeror representations and certifications (ORCA) document from www.sam.gov as required by FAR Clause 52.212-3 Offerors Representations and Certifications - Commercial Items. Offeror quotations must demonstrate meeting the salient physical, functional, or performance characteristic specified in this solicitation, otherwise it will be considered non-responsive. The technical specifications for this requirement are listed for Brand Name or Equal per FAR 52.211-6. The information identified provided is intended to be descriptive, not restrictive and to indicate the quality that will be satisfactory. The interested parties bear full responsibility to ensure their submission demonstrates to the government that they can provide the brand name or equal to supplies being requested. Submit all question(s) to Clift Domen at clift.domen@va.gov no later than May 3rd, 2021 and before 1:00 PM Pacific Daylight Time (PDT). Ensure to reference solicitation # 36C26221Q0671 within the subject line of the email. Quotes must be received by May 7th, 2021 and before 1:00 PM PDT. Email your quote to Clift Domen at clift.domen@va.gov. Ensure to reference solicitation # 36C26221Q0671 within subject line of the email. Quote(s)/offer(s) received after the prescribed deadline, shall be considered non-responsive and will not be considered for award. CONTRACT CLAUSES AND PROVISIONS 52.212-2 Evaluation Commercial Items (Oct 2014) (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: Technical acceptability shall be established by review of each submitted quote, attachments, and/or information by the designated technical evaluator/s and verification that any brand name or equal to items"" meet all the salient characteristics included in Section 2 of the SOW for this solicitation. No other rating or quantitative value other than acceptable or unacceptable will be assigned. Once technical acceptability has been established, the Contracting Officer shall award to the lowest 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 clause) 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 60 days of contract expiration. The prices for any option exercised under FAR 52.217-8 will be those rates in effect under the contract each time an option is exercised under this clause. (End of clause) 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 60 Months. (End of clause) 52.252-2 Clauses Incorporated by Reference (Feb 1998) This contract incorporates one or more clauses and provisions 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/ FAR 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (Jun 2020) FAR 52.211 6, Brand Name or Equal (Aug 1999) FAR 52.212-4, Contract Terms and Conditions -- Commercial Items (Oct 2018) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (Jan 2021) FAR 52.232-18, Availability of Funds (Apr 1984) FAR 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (Oct 2018) FAR 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (Dec 2013) FAR 52.233-1, Disputes (May 2014) VAAR 852.203-70, Commercial Advertising (May 2018) VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors (Oct 2019) VAAR 852.232-72, Electronic Submission of Payments (Nov 2018) (End of Clause) 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) This solicitation incorporates one or more solicitation provisions 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. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): http://www.acquisition.gov/far/index.html https://www.acquisition.gov/vaar FAR 52.204-7, System for Award Management (Oct 2018) FAR 52.204-16, Commercial and Government Entity Code Reporting (Aug 2020) FAR 52.209-7, Information Regarding Responsibility Matters (Oct 2018) FAR 52.217-5, Evaluation of Options (Jul 1990) FAR 52.233-2, Service of Protest (Sep 2006) VAAR 852.233-70, Protest Content/Alternative Dispute Resolution (Oct 2018) VAAR 852.252-70, Solicitation Provisions or Clauses Incorporated by Reference (Jan 2008) (End of Provision)
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- 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
- SN05984720-F 20210429/210427230115 (samdaily.us)
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