Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF JULY 15, 2021 SAM #7166
SOURCES SOUGHT

D -- VASTL Vocera Upgrade and Badges (VA-21-00077700)

Notice Date

7/13/2021 7:20:25 AM
 

Notice Type

Sources Sought
 

NAICS

541519 — Other Computer Related Services
 

Contracting Office

255-NETWORK CONTRACT OFFICE 15 (36C255) LEAVENWORTH KS 66048 USA
 

ZIP Code

66048
 

Solicitation Number

36C25521Q0486
 

Response Due

7/23/2021 1:00:00 PM
 

Archive Date

09/21/2021
 

Point of Contact

Michael Murphy, Contract Specialist, Phone: 913-946-1991
 

E-Mail Address

michael.murphy7@va.gov
(michael.murphy7@va.gov)
 

Awardee

null
 

Description

Page 3 of 3 This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract on the basis of this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. The VA Heartland Network 15, Contracting Office located at 3450 South 4th Street, Leavenworth, KS, 66048-5055 is seeking a potential qualified contractor to provide a Wireless Communication System that is capable of interfacing with the currently existing nurse call system to expand communications capabilities throughout the facility footprint with no major performance degradation or lapse in coverage for the VA St. Louis Health Care System Please see the statement of work on following pages. NAICS Code: 541519 (Other Computer Related Services) 30 Million Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Currently a total set-aside for Service Disabled Veteran Owned Small Business firms is anticipated based on the Veterans Administration requirement with Public Law 109-461, Section 8127 Veterans Benefit Act. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. The North American Classification System (NAICS) code for this acquisition is 541519 (Other Computer Related Services). The small business size standard is 30 million. Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM located on the web at www.sam.gov). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors should submit information by e-mail: to michael.murphy7@va.gov. All information submissions should be received no later than 11:00 am CST on July 23, 2021. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation will be published. Scope of Work VA Saint Louis Health Care System Objective The VA Saint Louis Health Care System intends to procure an upgrade to their existing VOCERA system and add VOCERA-compatible communication badges. This requirement will span both Jefferson Barracks and John Cochran campuses. This document highlights the technical specifications and services being requested by the facility for consideration towards purchase of the units. Vendors under this proposal shall provide all equipment and accessories, installation services, and project management support. Specifications Vendor shall provide 1000 Vocera compatible and VA-approved smartbadges. VA-approved in this sense means approved by VA OI&T for use on the VA production network via Authority to Operate or other appropriate approval documentation. Documentation should be provided with bid for review and consideration. Vendor shall upgrade existing Engage platform to version 6.x, migrate data, and add Voice and Messaging for smartbadges. Vendor shall provide all necessary hardware and software to establish an Analytics program on the Vocera system. The existing third-party integrations will be reestablished in the Vocera 6.x Platform with the third-party systems indicated in the table below. 3rd Party System Integration Detail Model Rauland Nurse Call notifications Responder V VistA CPRS ADT, PRN Effectiveness, Orders VistA/CPRS Active Directory Identity Management N/A Assessment Services Deliverable: Performance Assessment Report Vendor will conduct on-site readiness assessment of wireless network coverage. The assessment is performed to ensure that the network infrastructure can support the Vocera Communications System, and the server hardware and software configuration meets requirements. Vendor will provide a comprehensive report to VASTL at the conclusion of the Performance Assessment. The Wireless Assessment for Performance Report will include: Assessment Results Network Topology Summary Data Capture Inventory and Procedure Findings and Recommendations Kick-Off, Call Flow, Messaging and Staff Assignment Design Services Deliverable: Communication Design Vendor will facilitate a Design Kickoff with the key stakeholders, including project manager and key clinical staff. Vendor will review the design process for development of the call flow structure. Vendor will conduct a series of call flow design and messaging design session(s) and develop the clinical design specifications. The design session(s) will consist of clinical call flow analysis to develop clinical roles, groups, forwarding, naming conventions, and permanent and temporary group parameters. Vendor will produce a Clinical Design specification describing the clinical group and department call flows, distribution lists and alert templates. During the installation and configuration of the product the designated administrators of the system will be educated on how to add/modify any additional distribution lists. Vendor will document, design, and develop patient room groups as applicable for the Staff Assignment application, allowing end user association with room/group roles nested within the call flow design. System Migration, Configuration and Testing Services Deliverable: Implementation Report Upon review and approval of the Clinical Design specification and completion of the User List template, the vendor Implementation Engineer will develop and document the initial database and call flow requirements, maximum users and maximum contact entries per the above details. The database may be comprised of the following elements: Facility (Global is default for single site installations) Groups / Distribution Lists Users Group Members Contacts Entries Access Points Locations Devices Install and configure the most current GA release of Vocera Platform 6.x software with Voice, Messaging, Engage and Telephony services on the platform server in a high availability configuration. Work with internal groups as identified by POC to ensure external access while maintaining internal security practices. Vendor will: Synchronize the Messaging service with the Vocera Voice service and VASTL s Active Directory. Assist your System Administrator with the initial database installation and configuration. Set-up the stand-alone Badge Configuration Station with dedicated access point. Configure smartbadges being provided. Review badge configuration with staff. Conduct Solution Validation of the solution, working with staff to troubleshoot issues which may arise during the end-to-end testing. Provide an Implementation Report documenting the initial configuration of the system at the completion of the installation. Alarm Integration: Engage Configuration and Testing Services Deliverable: Implementation Report Vendor will work with the third-party vendor representative(s) to configure the alarm data output connection to communicate with Vocera 6.x Platform, configure the alarm configuration to reestablish the existing third-party integrations, configure Engage to interface with the third-party system(s), and will work with the third-party vendor representative(s) to enable nurse call system caregiver to call back functionality. Solution Validation Services Deliverable: Implementation Report Vendor shall conduct testing with clinical and technical stakeholders to demonstrate the customized design configuration in a controlled, pre go-live setting. Vendor will debrief the hospital team (clinical leadership, system admin) with the final analysis of the Solution Validation and discussions will focus on any issues/concerns, technical hurdles, validation of the system and next steps. Knowledge Transfer Services Deliverable: Certificate of Completion Vendor shall provide training focusing on navigating the console and software, using specific platform features, managing users and devices, and understanding end-to-end communication workflow. This training will teach system administrators and their backup administrators how to administer and maintain the platform on a daily basis. Topics include managing users and groups, understanding policies and permissions, and troubleshooting using the audit log. This training focuses on day-to-day administration of the voice, messaging, and intelligent workflows and will cover: Overview of Adaptors Managing Users and Groups Managing the Facility Security Troubleshooting Understanding Core Components of the system Training and Go-Live Support Services Deliverable: Training and Go-Live Support Report Vendor will develop and deliver tailored training at the point of use, focusing on the best practices for using and maintaining system. Vendor will provide consultation on training strategies and best practices to meet the needs of VASTL staff as well as on-unit support during training days to support staff to effectively utilize system. Vendor will work with the VASTL POC to establish the training schedule. Go-Live Support Services Deliverable: Training and Go-Live Support Report Vendor will work with POC to coordinate the delivery of go-live support. Go-Live Support services include: Incident reporting Incident tracking Incident diagnosing and resolution. System Administration Tiered System Administration Support (if applicable) End User Clinical Support End User Hands-on Training and Support Database issue tracking and modifications Post-Deployment Assessment Services Deliverable: Post Deployment Assessment Report Vendor will provide an onsite post-deployment assessment. The post-deployment assessment includes remote evaluation of reports, on-site clinical walk-throughs and clinical interviews. The assessment examines end user satisfaction and congruency with workflow to identify areas of optimizing critical processes and user/system performance and includes:  Support for the System Administrator to: Provide system reports to departmental managers Ensure the System Administrator is proficient to run, schedule and interpret system reports Review of current workflow and alert/alarm configuration Provide Support for the End Users Independently build database based on clinical process End user support through: Collaboration with clinical staff Incorporating changes to or new clinical process independent database builds by System Administrator Identifying support: Super Users Trainers Support for struggling staff: Refresher classes for trainers Refresher classes for basic end users Provide rounding support: Talk with staff, super users, charge nurses and managers as available Identify user issues (frustrations) and what is working well Refresher training on broadcast feature Analysis, recommendations and communications to the deployment team Debrief (review of findings) Written report Message flow accuracy Alert template accuracy Vendor will provide a Post-Deployment Assessment report documenting findings and recommendations. Analytics Installation, Configuration and Testing Services Deliverable: Implementation Report Vendor will complete the following tasks: Install and configure the most current release of the Vocera Analytics software. Install and configure Vocera Analytics monitoring agents on the Vocera Analytics server for data collection: Verify connectivity and data collection for all configured data sources. Conduct end-to-end testing of the Analytics solution, including: Review of analytics data and User Interface presentation. Dashboard review of facilities, units, and users. Vendor will provide an Implementation Report documenting the initial configuration of the system at the completion of the installation. Analytics Administrator Training Services Deliverable: Implementation Report Provide a comprehensive overview of the Analytics server functionality including basic system troubleshooting and monitoring services. Analytics Training Services Deliverable: Implementation Report Vendor will develop and deliver tailored training remotely for Analytics End users. Vendor will work with VASTL POC to establish the training schedule. Vendor will provide online training courses designed to promote self-sufficiency in administering, supporting, and providing training on the system. Software Vendor shall ensure all software operating on the device provided is supported by the original manufacturer at time of delivery. For example, vendor shall not provide VA Saint Louis a device utilizing the Windows XP or Windows 7 operating system as they are no longer Microsoft supported. Proprietary software systems are acceptable so long as vendor supports the version provided to VA Saint Louis and it is the newest version at time of delivery. Access to all software shall be provided to VA Saint Louis in situations where re-installation is necessary. Software shall be provided to VA Saint Louis with unlimited perpetual licensing for the supported life of the device. In cases where vendor insists on utilizing a licensing fee model this should be noted in the bid provided for VA Saint Louis consideration. Network Security The vendor is required to fill out the five VA Security Forms (FORMS WILL BE PROVIDED IN THE RFQ) if their equipment can be connected to the VA network. If these forms are not completed and submitted with the bid package the vendor can be disqualified from the bidding process. Cerner Compatibility All vendors providing a bid to this requirement shall provide a Cerner compatibility statement from the OEM of the equipment that they are proposing to the VA Saint Louis Health Care System. This statement will include an OEM attestation that the product proposed is Cerner verified and provide a list of healthcare organizations that have deployed the project with the Cerner EHR. The statement shall also include any relevant information as to what data can be transmitted to Cerner. This statement shall be dated within 60 days of the quote being provided to ensure it is recent and accurate. The statement shall provide an OEM point of contact who can be reached to further discuss any questions or concerns over Cerner compatibility. If the device/system being proposed does not connect to the network or medical record the vendor shall note this in their proposal. Vendor bids that do not include a Cerner compatibility statement directly from the OEM can be disqualified from the bidding process. Vendor will provide all integration services, licensing, and interface devices necessary to implement this system with the Cerner EHR. Installation and Assembly Vendor shall be responsible for assembly and installation of systems after notification from VA Saint Louis POC that it has been delivered to station. Installation shall include implementation and testing of all purchased interfaces to VA electronic systems in coordination with Clinical Staff, Biomedical Engineering staff, O&IT staff, and others identified as needed. Vendor shall provide all necessary accessories, cables, adaptors, etc. to deliver a fully functional clinical device. Support Services Vendor will provide contracted staffing for the management of Vocera System serving end users at both VA Saint Louis Healthcare System campuses, Jefferson Barracks and John Cochran. Supported servers will include: Vocera Platform Server Cluster (2 server array) Vocera SIP Telephony Service Vocera Voice Service Vocera Messaging Service Engage Service Vocera Analytics Server The integrations listed in the following table will be supported as part of this agreement. 3rd Party System Integration Detail Model Rauland Nurse Call alerts Responder V Vista CPRS ADT, PRN Effectiveness, Orders EMR Active Directory Identity Management N/A Vendor will present the top candidates to designated VA St. Louis Health Care System stakeholders for review & and approval prior to hiring the dedicated Administrator. Service start and end dates, deemed as the period of performance , shall begin within six (6) to eight (8) weeks after the Administrator date of hire to accommodate training. Support Services are performed up to 8 hours per day. Workdays will be scheduled between 7AM to 6PM local time Monday through Friday. Absences throughout the duration of this contract will include: Paid holidays in accordance with VA St. Louis Health Care s operating calendar. Combined sick, bereavement, vacation, and training time (up to 20 days). All absences will be communicated with VA St. Louis Health Care System in advance or in a timely manner. Vendor will ensure continuity of on-site services with a substitute resource in the case of an absence lasting more than ten (10) consecutive business days. For short-term absences of less than ten (10) business days, services will be provided in accordance with backup procedures to be established between vendor and VA St. Louis Health Care System. To provide appropriate and balanced support for all campuses and end users, specific on-site services will be conducted based on need and priority as determined between vendor and VA St. Louis Health Care System. Support Services will be comprehensive and systematic delivery of best practices in the use, maintenance, and on-going design support of the communication system. Administrators are employees of vendor, deployed under the supervision and direction of vendor. Administrator will be responsible for: Data and Device Management Establish, update and maintain processes for submitting data and device changes to database. Add/delete/update users, groups, messaging templates and address book entries as requested by using departments. Export user, group, messaging templates and address book information for review by using departments for accuracy and currency (every 6 months). Maintain device management data. Develop, update and maintain processes for changes in badge ownership, ordering new equipment, troubleshooting equipment, repairing equipment, requesting and processing RMA s, reporting damage and budget trends, maintaining spares pool, coaching on replacement budget planning, training users and leadership on device management best practices, scheduling reports, and aiding with finding lost equipment. Software Management Apply software service packs and hot fixes. Perform a system health analysis (every 6 months). Platform Service Monitoring Proactively monitor the system services for any issues. Escalate identified service issues, as appropriate, to necessary Technical Support. Deployment Optimization Refine deployment call flows to improve usability of the system. Provide guidance to VASTL as relates to workflow improvement as required. Refine deployment messaging groups to improve usability of the Messaging solution. Round on units to coach staff, learn workflow, uncover issues, resolve issues and develop relationships Training and Orientation Management Develop, update, and maintain processes to deliver training for new employee orientation for users as required Establish process for on-boarding of new users. Establish process for reviewing reports to identify and coach users experiencing less than optimal performance. Maintain training materials and make easily available to staff for self-review and refresher. Develop, update, and maintain processes to uphold at least a 10% Super User population across all units and shifts as required Provide upgrade training for changes in functionality affecting end users as required Issue Escalation Management Develop, update, and maintain processes for end users to report system issues. Address and resolve issues regarding equipment, database, and users. Escalate issues regarding network or servers to the appropriate VASTL contact. Escalate issues with the product to appropriate Technical Support. Track and trend system issues to institute process improvements where possible to reduce issue escalations. Follow up with issue reporter to provide update status and resolution. Report Management Set up scheduled reports as requested by end user unit leaders. Provide consultation to units regarding the reports available. Review reports and provide consultation to end user units, network staff and other key support staff and stakeholders regarding actions needed to optimize system and user performance. End User Satisfaction Develop User Satisfaction Survey. Conduct survey once a year to collect formal feedback and quantifiable measures of satisfaction Facilitate user group meetings to discuss system issues, lessons learned and process improvements. Deploy changes to system s program management as approved by VASTL leadership. Warranty and Service Service and Operator Manuals The vendor shall provide the following documentation for the proposed system: Two (2) copies of operator's instruction manuals per unit purchased Two (2) copies of complete technical service manuals including detailed troubleshooting guides, necessary diagnostic software, service keys, schematic diagrams, parts lists, and any other resources available to the manufacturer s service technicians. Two (2) copies of a system manager s manual outlining back-up procedures, managing privilege group limits, routine tasks, etc. Warranty The system, all accessories, and all software shall be covered under the manufacturer s warranty and shall include all parts and labor for at least one year following acceptance by the VAMC. A manufacturer s factory-trained Field Service Engineer shall perform installation and maintenance during the warranty period. The warranty period shall not begin until after the VA Saint Louis POC has accepted the products delivery, installation, and functionality. The warranty shall include all manufacturer recommended Preventive Maintenance procedures for its duration. All available software updates and security patches will be made available to the VA Saint Louis during the warranty period. Vendor shall provide response to applications and technical calls within 8 hours. Vendor shall ship replacement parts within 48 hours of identifying necessity by VA Saint Louis Biomedical Engineering staff. Hours of Operation Normal hours of coverage are Monday through Friday, 7:00 AM to 3:30 PM Central Standard Time excluding national holidays. Vendor on-site visits will be coordinated with the VA Saint Louis Biomedical Engineering POC before being scheduled or conducted. Vendor representatives will check in with the VA Saint Louis POC when they arrive on-site and check out upon completion of work each day. All services shall be performed during normal hours unless otherwise scheduled with the VA Saint Louis POC. Vendor staff shall always be professional and shall take all necessary precautions to maintain a safe environment for the occupants. This includes, as necessary, coordinating access and closures for sensitive areas of the Medical Center. Vendor shall be responsible for cleaning all work areas after completion of tasks. This includes removal of packaging and a clean sweep/mop of the area as required by work type. Vendor staff shall minimize noise as much as possible while working in all buildings. Vendor is responsible for providing all PPE necessary for their work. Note: Hardware/software update/upgrade installations, where applicable, may be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the VA Saint Louis POC). Federal Holidays observed by VA Saint Louis are: New Year s Day Labor Day Martin Luther King Day Columbus Day President s Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day Delivery Vendor shall deliver purchased equipment within 120 business days of receiving completed Contracting package from the VISN 15 Contracting Officer. If delivery delays occur vendor shall notify the Contracting Officer and the VA Saint Louis POC. Delivery will be to one of the two VA Saint Louis Health Care System main campuses. Vendor shall coordinate exact delivery location with the Contracting Officer and VA Saint Louis POC at the time of the purchase. Vendor will ensure that equipment is sent to the Attention of Biomedical Engineering and will include the VA Saint Louis PO Number on the shipping label. Delivery of oversized, palletized orders or orders that contain a large number of components will be coordinated with VA Saint Louis POC who will communicate internally with Warehouse Staff. VA Saint Louis Health Care System Delivery Locations John Cochran 915 North Grand Blvd Saint Louis, MO 63106 ATTN: POC Name PO Number for Order Jefferson Barracks 1 Jefferson Barracks Drive St. Louis, MO 63125 ATTN: POC Name PO Number for Order
 

Web Link

SAM.gov Permalink
(https://beta.sam.gov/opp/a209594dd1424f1881c9f6c94d745776/view)
 

Place of Performance

Address: VA St. Louis Health Care System 915 North Grand Division, St. Louis 63106

Zip Code: 63106
 

Record

SN06060189-F 20210715/210713230125 (samdaily.us)
 

Source

SAM.gov Link to This Notice
(may not be valid after Archive Date)

---

| FSG Index  |  This Issue's Index  |  Today's SAM Daily Index Page |