SPECIAL NOTICE
70 -- IT Systems & Equipment PM&R | Paging/Nurse Call
- Notice Date
- 8/30/2023 1:42:37 PM
- Notice Type
- Special Notice
- NAICS
- 513210
—
- Contracting Office
- 244-NETWORK CONTRACT OFFICE 4 (36C244) PITTSBURGH PA 15215 USA
- ZIP Code
- 15215
- Solicitation Number
- 36C24423Q1183
- Response Due
- 9/1/2023 9:00:00 AM
- Archive Date
- 10/01/2023
- Point of Contact
- Angelamarie Scott, Contracting Officer, Phone: (412) 822-3776
- E-Mail Address
-
angelamarie.scott@va.gov
(angelamarie.scott@va.gov)
- Awardee
- null
- Description
- Special Notice Special Notice Page 12 of 12 Special Notice *= Required Field Special Notice Page 1 of 12 DESCRIPTION IAW FAR 5.101 this notice is to advise the public that The Department of Veterans Affairs Network Contracting Office 4, intends to award a sole source, Firm-Fixed-Price to Hill Rom. VA Medical Center, Philadelphia currently has the Voalte Nurse Call system. A sole source award is intended to continue this service. THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE PROPOSALS or QUOTATIONS Responsible sources may identify their interest by submitting capability information that clearly demonstrates the capability to perform the required service as described above. Capability information is required by Noon, 9/1/2023 to establish the ability of the source to meet this requirement. All licenses that your company obtains a Hill Rom license for Voalte Nurse Call Software. A determination by the Government not to compete this proposed order based upon responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. The Government will not be responsible for any costs associated with the preparation of responses to this notification. All inquiries and submittals must be sent via email to Angelamarie.scott@va.gov . Telephone inquiries will not be accepted. Statement of Work A. GENERAL GUIDANCE Title: Voalte Nurse Call support agreement for VA Philadelphia Medical Center owned Nurse Call System. Scope of Work: The Contractor shall provide software support. part replacements and preventive maintenance for the government owned Nurse Call System. The facility is located at: Philadelphia VA Medical Center (VAMC) 3900 Woodland Ave Philadelphia, PA 19104 Background: This contract is issued to ensure the continuous reliability of the NaviCare Nurse Call System, both endpoints, infrastructure backbone and server identified in this SOW. The system requires re-occurring patches, licensing and support. This system is critical for continuously monitoring patient care throughout the VA Philadelphia Medical Center. The reliable and accurate operation of the equipment at all times is considered critical to the health of patients. Performance period: Base year plus options, see Schedule. Type of Contract: Firm-fixed-price. B. GENERAL REQUIREMENTS This agreement includes all software support, licensing and corrective maintenance repairs to the Hill-Rom Nurse Call System for continuous reliability. Equipment to be Serviced: Each of the following items are to be serviced in accordance with the specifications, terms and conditions of this contract (at a minimum). This also includes the necessary licensing for continual functionality of the system: Hill-Rom Switches (including Core Switch) Server Smart Board Systems RCBs Nurse Call Stations Note: Site topology review can be provided upon request. Coverage must include all auxiliary hardware components. This also includes coverage upon system model upgrade to newer version Voalte. Corrective Maintenance: The Contractor and Facilities Management Service shall maintain the equipment in accordance with Section D Conformance Standards. Service for corrective maintenance will be provided per hours of coverage defined in Section B.1h. Contractor shall provide unlimited telephone technical support, labor, travel and parts, unless specifically excluded. Service calls to the Contractor requesting service are only authorized when they are received from the COR, CO, or designated alternates. Outside of the contract s hours of coverage, emergency on-site services require authorization by the COR. The COR or a Facilities Management Service Staff Member shall initiate these calls. If VA staff other than the COR or a Facilities Management Service Staff Member place calls requesting services, the Contractor shall contact Facilities Management Service Services and verify the request. Service responses on calls from unauthorized personnel can result in nonpayment. The VA Administrative Officer of the Day is an authorized caller and can also be contacted for verification. Uncorrected deficiencies or unfavorable histories of downtime can result in the termination of this contract under the Termination for Default clauses of the Federal Acquisition Regulations. Preventative Maintenance: The Contractor shall perform preventative maintenance (PM) service to ensure that equipment listed in Section B.1a performs in accordance with Section D Conformance Standards every time a new install occurs. The Contractor shall provide complete and original documentation indicating PM work performed, referencing the procedures followed, actual tests and/or evaluation results obtained to the COR at the completion of the PM service. Parts, travel, and labor necessary for PM are provided by awarded contractor at no additional customer cost. Any charges for materials such as lubricants, fluids, cleaning supplies, services, manuals, or tools required for the Contractor to successfully complete scheduled PM shall be provided by the Contractor and are included within this contract, and it s agreed upon price. Any Preventative Maintenance that has potential patient impact must be coordinated in advance with the COR and/or designee. Preventative maintenance will be provided at a scheduled time and must be scheduled at least one week in advance to minimize the impact to patient scheduling. The inspection shall be thorough and shall conform to manufacturer and Industry Standards for the equipment. Sufficient time shall be allowed to permit a thorough inspection and test of each device comprising the overall system. Maintenance work and inspections may be combined at the approval of the COR or alternate COR if down time is not considered significant. Parts and Software: All parts supplied shall be OEM and fully compatible with existing equipment. No refurbished parts shall be used in the repairs of units covered in this contract. The contract shall include all parts with the exception of consumable or expendable items and specialty components. Used parts, those removed from another system, shall not be installed without approval by the COR. The contractor is required to install VA supplied parts when said parts are determined to be fully compatible. The determination of compatibility is at the discretion of the COR. All defective parts replaced become the property of the Contractor, unless otherwise specified by the CO, COR, or Alt COR. Software patches and quality updates are included under the terms of this contract and shall be applied in accordance with manufacturer specifications. This includes both major and minor upgrades. Updates: Modifications or reliability enhancements to system shall be provided. All licensing needed for the system to continuing functioning is included under the scope of the contract. Additionally, any configuration changes needed to the existing system are covered (includes all labor, testing, and support as required). Remote Service: Personnel with OEM equipment training will respond directly by phone within 2 hours of the call for service. If situations are responded to by phone and do not resolve the service issue, OEM trained personnel will be required for an on-site visit within 1 business day after receipt of initial notification unless otherwise agreed upon, in writing, by the COR or Facilities Management Service personnel. Full resolution is expected within 48 hours of initial call. If the contractor cannot remediate the issues within this timeframe, the COR or Alt COR shall be notified immediately and provided an estimated time for resolution. The Contractor shall provide remote service. To achieve this, the Contractor must have a current nationally approved memorandum of understanding/interconnection security agreement (MOU/ISA). Without this document, the Contractor will not be granted access to the systems based on the national policy. If the Contractor cannot provide remote access following VA policy, the Contractor will not be considered for award. Hours of Coverage: The contractor will provide any on-site services within the normal business hours (8:00 AM to 5:00 PM (EST) M-F), excluding holidays. These services shall be performed during these normal hours of coverage unless one of the following conditions exists: The contractor wishes to furnish services at a time that is outside of the normal hours of coverage, at no additional cost to the Government, the contractor submits a request to Biomed Engineering prior to the proposed start of the work, and the request is approved in writing before work is begun. The technical point of contact in Biomed Engineering directs that the services be furnished at a time that is outside the normal hours of coverage and the additional cost is recommended authorized by the CO. Remote and technical support shall respond to calls 24 hours a day, 7 days a week and all holidays. This would include over the phone diagnostic and troubleshooting of the entire system. Work performed outside the normal hours of coverage must be preapproved by the CO. The Contractor will provide a written estimate of the charges prior to approval of the work. Work performed outside the normal hours of coverage at the request of FSE/contractor shall be considered service performed during normal hours of coverage. There will be no additional charge for time spent waiting at the site during or after the normal hours of coverage for delivery of parts Note: Software update/upgrade installations shall be scheduled and performed during normal hours of coverage at no additional charge to the government. Federal Holidays Observed by the VA Medical Center New Year s Day, Martin Luther King, Jr. Day, President s Day (Washington s birthday), Memorial Day , Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and any other day specifically designated by the President of the United States. Customer Notification: Contractor shall notify Facilities Management Service and the Police service when they arrive on site (Biomedical Shop Room 33A152, building 2). Contractor will schedule all services with Facilities Management Service. All vendor mobile media devices (USB drives, CDs, DVDs, etc.) must be scanned by Biomed before use. When the service(s) is/are completed, the FSE shall document the services rendered on a legible ESR(s) per Section E. The FSE shall be required to check out with the Facilities Management Service Department and submit the ESR(s). All ESRs shall be submitted to the equipment user for an ""acceptance signature"" and to Biomed for an ""authorization signature."" If a signature is not available, a signed accepted copy of the ESR will be sent to the point of contact in Biomed within five business days of work completion. FAILURE TO COMPLY, EITHER IN WHOLE OR IN PART, WITH EITHER THE NOTIFICATION OR ESR REQUIREMENTS WILL BE DEEMED SIGNIFICANT NON-COMPLIANCE WITH THE CONTRACT AND MAY BE JUSTIFICATION FOR TERMINATION OF THE CONTRACT. C. DEFINITIONS/ACRONYMS: Facilities Management Service - Supervisor or designee, Phone Number (215) 823-5800 x207903 CO - Contracting Officer. COR - Contracting Officer's Representative. PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or operative conditions. Service shall consist of calibration and testing in accordance with the manufacturer s latest established service procedures to ensure operation of equipment within manufacturers or VA s performance specifications, whichever is the most rigorous. PM includes cleaning, inspecting lubricating and testing all equipment. All equipment shall be operated at least one complete operating cycle at the end of each PM. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VA Medical Center premises. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. Acceptance Signature - VAPHI employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR. Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR. NFPA - National Fire Protection Association. CDRH - Center for Devices and Radiological Health. VAPHI - Department of Veterans Affairs Philadelphia Medical Center. OEM - Original Equipment Manufacturer CEU Continuing Education Credit D. CONFORMANCE STANDARDS: Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of NFPA-99, TJC, NEC, OSHA, HIPAA, Federal and VA security specifications and requirements as applicable. The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM s technical specifications. Additional performance specifications that exceed the OEM specifications shall be specified in writing by the VA. E. DOCUMENTATION/REPORTS: The documentation will include equipment down time and detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards. ESR s must also be emailed to carlos.araujo@va.gov and Franklin.Howard@va.gov, with the Vendor Name and contract Obligation Number listed in the Subject Line. In addition, each ESR must at a minimum document the following data legibly and in complete detail: Name of Contractor Name of FSE who performed services. Contractor Service ESR Number/Log Number. Date, Time (starting and ending), Hours-On-Site for service call. VA Purchase Obligation (PO) number covering the call, if outside normal working hours. Description of Problem Reported by COR/User. Identification of Equipment to be serviced to include the following: Equipment ID # or EE# from the bar-code, Manufacturer's Name, Device Name, Model#, Serial #, and any other Manufacturer's identification numbers. Itemized Description of Service(s) Performed (including Costs associated with after normal working hour services), including Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. Total price to be billed. Signatures from the following: FSE performing services described. VA Employee who witnessed service described. Equipment downtime calculated in accordance with Conformance Standards. Note: Any additional charges claimed must be approved by the CO before service is started. F. SCHEDULE FOR DELIVERABLES Draft copies of deliverables shall be provided to Facilities Management Service staff before the contractor leaves the facility at each visit. If a final copy can be provided at that time then a draft copy is not necessary, final copies must be provided within 5 business days of the time of each deliverable. G. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. H. CONDITION OF EQUIPMENT: The contractor accepts responsibility for the equipment described in this scope of work, in ""as is"" condition. Failure to inspect the equipment prior to contract award will not relieve the contractor from performance of the requirements of this contract. I. CONTRACTOR EXPERIENCE REQUIREMENTS Each respondent must have an authorized distributor of the original equipment manufacturer. Contractor personnel coming on-site must provide a copy of: 1) Tuberculosis (Tb) vaccination documentation, 2) flu vaccination documentation and 3) copy of HIPAA compliance training certificate. J. COMPLIANCE WITH OSHA BLOODBORNE PATHOGENS STANDARD: The contractor shall comply with the Federal OSHA Bloodborne Pathogens Standard. The contractor shall: Have methods by which all employees are educated as to risks associated with bloodborne pathogens. Have policies and procedures that reduce the risk of employee exposure to bloodborne pathogens. Have mechanisms for employee counseling and treatment following exposure to bloodborne pathogens. Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, mouthpieces for the employee during performance of the contract. K. INFLUENZA PREVENTION PROGRAM: VHA Directive 1192 requires all health care personnel (HCP) to participate in the seasonal influenza prevention program and outlines the key implementation steps. Healthcare personnel is defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination. Those HCP unable or unwilling to be vaccinated are required to wear a face mask throughout the influenza season. Masks are available at entrances throughout the medical center. It is the responsibility of the contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1192. The contractor shall maintain the following documentation: Documentation of vaccination, e.g., signed record of immunization from a healthcare provider or pharmacy, or a copy of medical records documenting the vaccination. Completed Healthcare Personnel Influenza Vaccination Form (Attachment B of VHA Directive 1192) if unwilling or unable to receive the vaccine. The contractor is required to submit annual certification to the Contracting Officer s Representative (COR) or designee that all contract staff performing services at VA facilities are in compliance with the VHA Directive 1192. L. COVID-19: Upon entering the VAMC, per CDC and federal regulations, all personnel must wear the required PPE while on-site; at a minimum this includes a cloth mask. PPE will not be provided by the Government. All individuals are required to enter through the main entrance for temperature screening. If Contractor s temperature exceeds the designated threshold, they will be asked to leave. In the event of an FSE being forced to vacate the premises, they shall notify the necessary Facilities Management Service staff and provide a contact for a replacement. M. CONFIDENTIALITY AND NONDISCLOSURE: It is agreed that: The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. N. IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS: The contractor's FSE shall wear visible identification at all times while on the premises of VAPHI. Identification shall include, as a minimum, the employee s name, position, and the contractor s trade name. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. VAPHI will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings and on premise at VAPHI. This covers all smoking and tobacco products, including but not limited to: Cigarettes Cigars Pipes Any other combustion of tobacco Electronic nicotine delivery systems (ENDS), including but not limited to electronic or e-cigarettes, vape pens, or e-cigars. Chewing tobacco Cellular phones and two-way radios are not to be used within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court. O. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS Contractor may not have access to the VA network or any VA sensitive information under this contract. Contractor owned computer equipment including laptops are not permitted to be connected to the VA network. Any removable storage device used in medical equipment must be scanned by Biomed or OIT. The following language from VA Handbook 6500.6 is required in this contract: Appendix B: all Appendix C: Sections 1, 2, 3, 4, 5, 6, 7, 8, 9 End of Document
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