Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF JULY 05, 2024 SAM #8256
SOURCES SOUGHT

W -- VOCERA Smart badges and Clinical System Integration

Notice Date

7/3/2024 1:16:48 PM
 

Notice Type

Sources Sought
 

NAICS

334511 — Search, Detection, Navigation, Guidance, Aeronautical, and Nautical System and Instrument Manufacturing
 

Contracting Office

262-NETWORK CONTRACT OFFICE 22 (36C262) Gilbert AZ 85297 USA
 

ZIP Code

85297
 

Solicitation Number

36C26224Q1455
 

Response Due

7/12/2024 10:00:00 AM
 

Archive Date

08/11/2024
 

Point of Contact

Ositadima ndubizu, Contract Specialist Intern, Phone: (562) 766-2252
 

E-Mail Address

ositadima.ndubizu@va.gov
(ositadima.ndubizu@va.gov)
 

Awardee

null
 

Description

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Responses to this sources sought notice must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential businesses interested and capable of providing the services described below. VA Greater Los Angeles Healthcare System located at 11301 Wilshire Blvd, Los Angeles, CA 90073 is seeking a contractor to provide 60 Vocera V5000 Smart badges including the necessary accessories, Vocera Messaging, 50 user add-on and provide Professional Services for Vocera Clinical System Integration (V5000), Premier Support for Vocera, and Premier Plus Support Services for Vocera Communications and Vocera Engage Solutions (On-Site System Administrator). The contractor must provide the following Hardware and Software: Qty Product SKU Product Description Vocera Software 1 910-02006 Vocera Messaging, 50 user add-ons Vocera Hardware 60 220-02100 V5000, Smart badge, inc. 1 yr warranty 60 261-01950 V5000,FIPS 140-2 Device License Ver 1.0 120 230-02150 V5000 Battery 9 230-02158 V5000, Charger, 8-Bay, Universal 3 230-01930 V5000/C1000, Adapter, 10W Charger, Universal 3 230-02152 V5000, Lanyard, Holster, 25 Pack 3 230-02155 V5000, Clip, Grip, 25 Pack 4 230-02220 V5000, Training Kit, 20 Users The contractor must provide the following services: CLIN 001 Professional Service for Integration with EarlySense® System planning and implementation services to be rendered by the professional services team and project scope requirements for Early Sense® Integration with Vocera Engage, departments and/or functional groups are outlined below. Project Management and Deployment Planning Services A project manager shall be assigned to this project at the acceptance of the order. The project manager will be responsible for coordinating all scheduling requests for all engagement related activities. All aspects of the Vocera Engage deployment will be communicated to, and agreed upon by, the project manager and facility POC. The project manager will schedule a project kick-off call with the customer to officially initiate the project, review the scope of services to be delivered, introduce team members, set expectations, and develop a communication plan. The implementation team for this project shall consist of three lead members: Project Manager (PM), Implementation Engineer (IE) Anesthesiology Service Chief or clinical designee. Anesthesiology Setup Design Anesthesiology will conduct a clinical design workshop for each care unit included in the scope of this project. The Anesthesiology Department will meet with key stakeholders and unit members to define current unit workflows (clinical workflow analysis) and recommend opportunities for improvement leveraging the solution. The clinical workflow analysis is an onsite evaluation of each unit s current workflow, including communication and/or alarm systems. It is performed by Anesthesiology staff in collaboration with patient areas. The Anesthesiology staff will round on each of the units deploying the Vocera solution. The unit evaluation will include testing the current system, observing staff performance of various tasks to identify gaps or breaks in communication. The clinical workflow analysis should be scheduled for up to one hour per nursing unit. Government Point of Contact Service Chief or clinical designee will serve as clinical escort for each nursing unit during the clinical workflow analysis. The deliverable from this process will be the clinical design workbook document summarizing the clinical discovery data gathered from the customer team along with the diagrams depicting the enhanced clinical workflows. Installation and Testing Vendor will deliver hardware (if applicable) and software to the VA Greater Los Angeles Health care System, Bldg. 297. Once in place, the implementation engineer will remotely build the custom configuration based on the governments agreed upon clinical design. When the configuration is complete, the implementation engineer will coordinate with the customer to test the system remotely and onsite to ensure that appropriate connections are being made and information is flowing correctly to end devices. User Acceptance Testing Vendor will conduct testing with clinical and technical stakeholders for each care unit included in the scope of this project. Both technical and clinical teams should participate to verify messages and alarms to phones and to obtain government approval prior to the general deployment. Typically, Clinical User Acceptance Test (CUAT) is planned per Anesthesiology unit and will focus on a sampling of patient rooms to be tested rather than all rooms being tested. All alerts that are chosen by the customer to dispatch through Engage will be demonstrated, providing the alert can be generated by the alarm system used to facilitate alarm generation. Once the system has been verified and approved by the government s clinical leadership team, Vendor will obtain signed approval of CUAT. Vendor will debrief the hospital team (PM, clinical leadership, system admin) with the final analysis of the CUAT and discussions will focus on any issues/concerns, technical hurdles, validation of the system and next steps. A signed copy of the document will be left with each unit s clinical leadership representative. Training Services Vendor shall educate a group of super users who shall be in turn responsible for educating the remainder of the staff and assisting with support during go live. One (1) day-shift end user training shall be included for CLIN 001. A day shift is defined as a consecutive eight-hour period delivered between the hours 7:00am 5:00pm, local time Monday thru Friday. Clinical designee will work with the clinical educator to develop a site-specific training plan and schedule. Classes in accordance with industry practices will be scheduled within an 8-hour shift with scheduled 15 min breaks between classes. Training shall be coordinated for other project dependencies such as wireless phone and nurse call systems if said systems are new to the nursing staff. If trained separately, nurses should have a good working knowledge of these systems prior to receiving Vocera Engage training. Vendor will deliver clinical training near the time of the clinical user acceptance test. Training will primarily be performed onsite. Vendor will provide electronic training material relevant to workflows and use models being deployed. Go-Live Support The implementation team will work with the clinical designee to set-up a go-live process to coordinate communications support for the project go-live. In-person, on-site go-live support for Early Sense® Integration shall be provided by Vendor. Go-live support shall be provided as two (2) eight-hour periods for dayshifts. A day shift is defined as a consecutive eight-hour period delivered between local time 7am - 5pm Monday- Friday. Go-Live support will primarily be performed onsite. Vendor will integrate the following input systems for alert/alarm data with existing Vocera Engage Solutions: Early Sense® Engage will deliver alerts/alarms to the following wireless device types: Vocera VOIP Devices Deployment Phases The Early Sense® Clinical Alarm Integration professional services shall be completed in a single deployment phase. CLIN 002 Premier Maintenance and Technical Support for Vocera Preventative Maintenance Preventive maintenance inspection(s) will be performed during regular administrative working hours unless specifically authorized by the Contracting Officer. The Contractor will be required to furnish a complete checklist of items that are to be accomplished under the preventive maintenance service. During this maintenance period, the equipment will be set to manufacturer s specifications in performance aspects. The Contractor will take corrective action on equipment all defects. This includes software updates and unlimited technical support. Emergency Repair The Contractor shall provide emergency repair service within four hours after notification by the Contracting Officer or the COR during regular administrative working hours. Emergency repair service between preventive maintenance inspections will be performed at no additional charge to the Government. The Contractor shall provide a 24-hour emergency telephone number for repair service. For emergency incidents, there is 24 hour 7 days a week support. Repair Personnel Personnel performing maintenance and repair must be fully qualified, competent Field Service Technicians. Fully Qualified is based upon training and on experience in the field. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved Field Service Technicians for each make and model the Contractor services at the VAMC upon request by the Contracting Officer or clinical designee The Contracting Officer and/or the COTR, clinical designee, specifically reserves the right to reject any of the Contractor s personnel and refuse them permission to work on the VAGLAHS equipment. If subcontractor(s) are used, they must be approved by the Contracting Officer; the Contractor shall submit any proposed change in subcontractor(s) to the Contracting Officer for approval/disapproval. Parts This contract includes unlimited parts replacement as required on a new parts basis. Replacement parts include all items except for consumable supplies as listed below. All parts included and installed under this contract shall be factory authorized replacement parts, unless reconditioned or refurbished parts are authorized by the COR or clinical designee and meet manufacturer s specifications and quality assurance. System Upgrades The Contractor will provide engineering changes to improve reliability and precision as they become available from the manufacturer. Upgrades will be installed and operational on the system within (30) thirty days after notification by the Government or manufacturer. Response Time For an emergency (System is completely down) Vendor will contact End User within 1-hour of receipt of notice of the incident to collect information and work with end user s designated support contact to attempt to restore usage of the Vocera\Engage \Engage software. Restoration of the software may require changes to the end user s hardware or network configuration, and may involve loss of data. If Vendor determines that the system outage is due to an Error in Vocera\Engage software, Vocera\Engage will engage their development staff to attempt to deliver an emergency fix on a mutually agreeable timetable. Contractor will check in with the clinical designee or using service before commencement of work. For a time-critical issue (Vocera\Engage system is functioning inconsistently and with such limited capabilities that the end user s usage and productivity are impaired, including periodic work stoppage and feature loss, and no work-around is available) Vendor will contact end user within 4 hours of notice of the incident to collect information and work with end user s designated support contact to attempt to restore usage of the Vocera\Engage software. Restoration of the software may require changes to the end user s hardware or network configuration. Vocera\Engage will engage their development staff to attempt to deliver a fix with the next available service pack. For a standard issue (Vocera\Engage system is functioning inconsistently and with such limited capabilities that the end user s usage and productivity are slightly impaired, but end user can reasonably work around such inconsistency or impairment. Incidents include How to questions and issues impacting individual users. Vendor will contact end user within 24 hours of receipt of the incident to collect information and to work with end user s designated support contact to verify the problem. Reports Upon completion of the preventive maintenance inspection and/or emergency repair, the Contractor shall submit to the Engineering Service or the clinical designee, a service report indicating what repairs, service, calibration, etc. were performed. This report shall be signed by the using service designee attesting that the equipment is in satisfactory working order and is functioning at an acceptable level of performance. CLIN 003 Premier Plus Administrator Premier Plus Administrator shall act as the primary point of contact for VA Greater Los Angeles Healthcare System, Anesthesiology Department as it relates to Vocera Communication and Engage solutions. Premier Plus Administrators are employees of contractor and deployed under the supervision and direction of contractor, however contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to all relevant local and national governing policies and procedures (ex: VHA Handbook/Directive 7002 Logistics Management Policy and Procedures, local infection control policies, Reusable Medical Equipment (RME) standard operating procedures, codes of conduct, environmental cleanliness, parking, etc.) such is the same for VA and VA personnel. Premier Plus Administrators shall complete all mandatory orientation training as a contractor and be trained and focused on deliverables inclusive of the attributes described below. Premier Plus Administrators shall perform the following tasks: Data & Device Management Establish, update, and maintain and optimize processes for submitting data and device changes to Vocera database. Add/delete/update users, groups and address book entries as requested by using departments. Export user, group, and address book information for review by using departments for accuracy and currency (every 6 months). Maintain device management data in cooperation with local Logistics Department. Develop, update, and maintain and optimize 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. Notify designated VA point of contact of suspected lost or stolen equipment. Software Management Apply Vocera service packs and hot fixes. System health analysis (every 6 months). Deployment Optimization Make rounds no less than monthly on each unit to coach staff, learn workflow, uncover issues, resolve issues, and develop relationships. Refine deployment call flows to improve usability of the Vocera system. Optimize workflow for existing units having deployed Vocera communications solution. Premier Plus Administrator may provide limited Project Management services for future Vocera expansions and deployments at VA Greater Los Angeles Healthcare system at the customer s request. However, if such activity is expected to compromise other contractor duties described in this scope of work, the contractor shall advise the COR or designee thereof. Customer acknowledges that Project Management duties may compromise or defer remaining Premier Plus deliverables described herein. COR or designee reserves the right to direct Premier Plus Administrator activity according to organizational need and within the scope of this Statement of Work. Should workflow optimization assistance be required for changes involving units / departments not already designed and implemented when the Vocera Systems Administrator Service begins, this VA reserves the right to amend this contract to accommodate any new Vocera deployments/ expansion for additional Vocera Professional Services engagement. Training and Orientation Management Develop, update, and deliver training for new employee orientation for Vocera users. Maintain and refine processes for on-boarding of new Vocera users. Establish process for reviewing Vocera 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. Maintain at least a 10% Super User population across all units and shifts; providing training to keep the Super User population competent and constant. Provide training for upgrades and changes in functionality affecting end users. Issue Escalation Management Develop, update, and maintain process for end users to report Vocera issues. Address and resolve issues regarding Vocera equipment, database, and users. Escalate issues regarding network or servers to the appropriate customer contact. Escalate issues with the Vocera product to Vocera Technical Support. Track and trend Vocera issues to institute process improvements where possible to reduce issue escalations. Follow up with issue reporter to provide update status and resolution. Premier Services Response times shall prevail for system outages and time critical issues. Report Management Set up scheduled reports as requested by end users. 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 Vocera system and user performance. (Monthly) End User Satisfaction Per organization s preference and barring any union or other legal barriers, develop User Satisfaction Survey. Survey using departments once a year to collect formal feedback and quantifiable measures of satisfaction. Facilitate user group meetings to discuss issues, lessons learned and process improvements. (Monthly) Deploy changes to program management as approved by senior level Customer representatives. Engage Server Administration Vocera Engage Server Monitoring Proactively monitor the Engage server for any issues. Escalate identified server issues, as appropriate, to Vocera Technical Support. Refine deployment call flows to improve usability of the Vocera system. Optimize workflow for existing units having deployed Vocera communications solution. Should workflow optimization assistance be required for changes involving units / departments not already designed and implemented when the Systems Administrator Service begins, VAGLAHS reserves the right to amend this contract to accommodate any new deployments/ expansion for additional Professional Services engagement. Engage Deployment Optimization Provide guidance to VAGLAHS as relates to the Engage workflow improvement. Integration workflow optimization for existing units and departments having deployed Vocera Engage solution and those areas pending integration in accordance with Extension Healthcare Memorandum of Understanding Letter of Intent dated 09-12-2016 for Engage solution deployment at VAGLAHS Anesthesiology Department, effectiveness workflows. Should workflow optimization assistance be required for changes involving units / departments not already designed and implemented when the Systems Administrator Service begins, VAGLAHS Anesthesiology Department reserves the right to amend this contract to accommodate any new deployments/ expansion for additional Professional Services for Vocera Engage. Engage Training and Orientation Management Develop and deliver training for new employee orientation for Vocera Staff Assignment, Alarm-to-Device, and Electronic Health Record-to-Device users. Maintain training materials and make easily available to staff for self-review and refresher. Provide upgrade training for changes in functionality affecting end users. Engage Issue Escalation Management Develop process for end users to report Vocera Engage issues and concerns. Respond to end-user issue/concerns via email or voice communication within 1-2 business days. Manage escalated Engage issues with Vocera Technical Support. Track and trend Vocera issues to institute process improvements where possible to reduce issues escalations. Follow up with issue reporter to provide update status and resolution. Premier Services Response times shall prevail for system outages and time critical issues. If you are interested and are capable of providing the required service(s) please provide the following information. (1) Company Name, Address, Point of Contact (2) 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. (3) Is your company considered small under the NAICS code 334511? (4) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with any other federal contract? If so, please provide the contract type and number. (5) If you are an FSS GSA/NAC or other federal contract holder, are the referenced items/solutions available on your schedule/contract? (6) Please provide general pricing for your products/solutions for market research purposes. (7) Please submit a capability statement that addresses qualifications and verifies ability to perform work described above. The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this sources sought announcement. 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. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Businesses. However, if there are insufficient Service-Disabled Veteran Owned Small Business responses, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 334511 (1350 employees). Responses to this notice shall be submitted via email to Ositadima.ndubizu@va.gov. Telephone responses will not be accepted. Responses must be received no later than 07/12/2024 10:00 AM PST. After review of the responses to this sources sought announcement, a solicitation may be published on the FedBizOpps or GSA eBuy websites. Responses to this sources sought announcement will not be considered adequate responses to the solicitation. All interested offerors must respond to the solicitation in addition to responding to this sources sought announcement. Prospective bidders must be authorized re-sellers in order to participate in the solicitation process. 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) at www.sam.gov. Additionally, all Service-Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at www.vip.vetbiz.gov.
 

Web Link

SAM.gov Permalink
(https://sam.gov/opp/8997b48d8916496b8e30fc4018eeb370/view)
 

Place of Performance

Address: VA Greater Los Angeles Healthcare System 11301 Wilshire Blvd, Los Angeles 90073, USA

Zip Code: 90073

Country: USA
 

Record

SN07117753-F 20240705/240703230117 (samdaily.us)
 

Source

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

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