Inactive

RFI Notice The Department of Veterans Affairs is conducting market research for Environmental Management Service (EMS) Software as a Service (SaaS) System. This notice is issued solely for information... RFI Notice The Department of Veterans Affairs is conducting market research for Environmental Management Service (EMS) Software as a Service (SaaS) System. This notice is issued solely for information and planning purposes - it does not constitute a Request for Quote (RFQ)/Invitation for Bid (IFB)/Request for Proposal (RFP) or a promise to issue an RFQ, IFB or RFP in the future. This notice does not commit the VA to contract for any supply or service. Further, the VA is not seeking quotes, bids or proposals at this time and will not accept unsolicited proposals in response to this RFI notice. The VA will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. Not responding to this notice does not preclude participation in any future RFQ or IFB or RFP, if any is issued. It is the responsibility of potential offerors to monitor the Governmentwide Point of Entry for additional information pertaining to this requirement. The anticipated NAICS code is: 541519 Other Computer related services A brief synopsis of the required services is provided below: PRODUCT REQUIREMENTS Sunshine Healthcare Veteran Integrated Service Network (VISN 8) requires a single, comprehensive, enterprise-wide Crestpoint Solutions Environmental Management Service (EMS) Software as a Service (SaaS) System or Equivalent to manage and monitor Environmental Management Service (EMS) operations in a consolidated approach for the following EMS Scopes of Service: Healthcare Sanitation; Textile Management; Groundskeeping; Waste Management; Integrated Pest Management; Rounding Audits/Inspections; Asset Management; Task Frequency Analysis (TFA) Staffing Model Guidance; and Cost/Budget Management. The Period of Performance (POP) shall be a Base Year Period of 1 year. SALIENT CHARACTERISTICS VISN 8 EMS SaaS System or Equivalent shall: Control EMS operational efficiency dashboard data. Allow for documenting operations at the business units level. Track Loads, tonnage, usage, deficiencies, labor, types and costs. Track projects, tasks, milestones, schedules, Track employees, staff, contractors, hours, work performed, efficiency, work schedule, time and activity. Track assets, locations, part number, model number, manufacturers, types and asset numbers, Track costs for labor, utilities, contractors and other expenses Track budgets and spending Can include photos and attachments strategically. Reports (Local, Regional, National) 1. Capability to configure standard audit reports generated from operational data. 2. Generate user defined ad-hoc reports from operations. 3. Capability to generate Dashboard for Performance Measures. Provide EMS Administration Functions. Provide multiple levels of access to support all organizational levels (administrator, national, regional, local, Chiefs, etc.) Maintain historical data. Auto-generate analytics and trending to provide continuous operational overview. Store electronic forms and unit data from operations. Access EMS operational data Local (VA Medical Center or equivalent) Notify appropriate users via on-screen alerts when action needed. Allow facility level (local) to use for internal inspections without higher level (regional or national) approval. Regional (Veterans Integrated Service Network (VISN) or equivalent) 1. Ability to give users access to appropriate personnel at the regional level. 2. Allow for report generation and viewing. 3. Allow for a standardized data aggregation and flow of data National 1. Ability to give users access to appropriate personnel at the national level. 2. Allow for report generation and viewing. 3. Allow for a standardized data aggregation and flow of data Host and Maintain EMS records, forms, documents in electronic format for all units. Be directly tied to supervisory administrative inspections. Update and validate operational processes and inputs. Incorporate government defined reports. Provide configurability Government defined focus areas inspection criteria and data management. Create custom data forms and inspection checklists or guides Track multiple types of data management forms and inspections/audits simultaneously. Technology Requirements Meet NIST 800-53 Rev.3 requirements for Certification and Accreditation. Hosted using secure Federal Risk and Authorization Management Program approved infrastructure as web-based application that shall be fully accessible via standard web browsers with no third-party software requirements thus maintaining no administrative client setup. Utilize a data security interconnection infrastructure that shall address storage, generating, transmitting, and exchanging data. Interfacing with common leading software platforms and operating systems. Can run on virtual server hosted on government network Provide VA one iPad or equivalent iOS device with each license for operation of the EMS SaaS System. SYSTEM ADMINISTRATION Contractor shall provide all maintenance and support services to ensure the EMS operations software system has system availability at least 99.0% of the time 24 hours per day, 365 days per year. "System availability" shall not include any minutes of downtime resulting from: Scheduled maintenance pre-approved by the VA Events of force Malicious attacks on the system Issues associated with VA s computing devices, local area networks, or internet service provider connections Contractor s inability to deliver services because of VA s acts or omissions All new software versions shall be covered in the maintenance services, including all subsequent versions designed to replace the version installed under this contract. Maintenance and systems support (Tier II Help Desk) shall be provided during the entire contract period as well as during any contract authorized option extension periods. Contractor shall distribute maintenance notification updates or releases by using an appropriate electronic or printed media to the POC. Sixty (60) days prior to the expiration of each contract period, Contractor shall validate that the system s user information for inspectors and users is accurate as of that date. Contractor shall: Compile a list of valid users and delete users that no longer have a valid email address Coordinate the list with the POC Update the coordinated list and that number is used to true-up the number of users utilized for computation of any license for the upcoming option year of the contract. EMERGENCY OPERATIONS Contractor shall possess, keep current, test disaster recovery and failover capabilities to mitigate the occurrence of hardware and software failure, power outages, and disruptions that may be caused by natural occurrence (such as hurricanes, tornadoes, earthquakes, etc.). Contractor shall provide remote location system rollover function of the system and backup of all software and data. HELP DESK SUPPORT Contractor shall provide Tier II (Advanced) Help Desk support to government users, of all aspects of the service purchased under this contract. Contractor shall provide Tier II Help Desk support via phone, email and/or chat accessible for government users from Monday through Friday between the hours of 8:00 AM Eastern Time and 8:00 PM Eastern Time, excluding federal holidays. Help Desk support shall be available 24/7 during times of National Crisis either man-made or natural to support the Nation Response Framework Plan. LICENSES Contractor shall provide licenses to 10 users per Medical Center in VISN 8 to access the software system. This solution shall offer management functionality to streamline, standardize, as well as an innovative approach that helps the EMS team understand their progress per EMS measure, metric and indicator. SOFTWARE MAPPING Government will accept only a Commercial Off-The-Shelf EMS software system. The system can be configurable to make it fully operational. Systems requiring development, customization or modifications to make the software operational is not desired and will not be accepted. Contractor s system must support mapping of the software to a Government providing complex organizational structure that includes varying user access and permissions. The software must be delivered and fully operational at contract award. Contractor shall include unlimited, non-exclusive software and interface site licenses for all products/services to include license and training for individual facilities defined by the Government. UPGRADES AND ENHANCEMENTS TO SOFTWARE Contractor shall update all software and supporting electronic literature and software updates as implemented, limiting the days and times the system is not available for use by scheduling updates during non-working days and hours as feasible. Within 30 days after release, Contractor shall provide the latest upgrades/version changes/updates, enhancements and corrections to the software system. Upgrades/version changes are defined as software improvements to the already existing software. Contractor shall provide updates that are: Initiated by the software publisher to improve functionality of the EMS software system. Required to maintain the EMS software system compliant with new regulatory requirements. INITIAL USER TRAINING Prior to the go-live date, Contractor shall provide on-site and web-based technical, end-user training on the use and operations of the software in accordance with (IAW) Contractor s Integrated Master Schedule. Final dates and times for all training at each location shall be agreed upon between Contractor and the COR and/or POC. Contractor shall provide the POC an electronic list with wet signatures of persons who attended each training event. Initial training. Classroom based training. Contractor shall provide a minimum of one (1) instructor to provide training to 10 users, on-site at each facility. Classes shall each be approximately two (2) working day in length or a significant portion thereof. Breaks shall be scheduled every two (2) hours and a lunch break must be incorporated into the schedule. Government will provide the final number of personnel to be trained to Contractor at time of kick-off meeting. Objectives for user training. The following are minimum topics to be covered during training. Contractor shall provide training enough for users to utilize the system in the performance of their jobs. After training, users shall be able to demonstrate proficiency in: a. Assigning access to facility staff b. Completing relevant unit level forms c. Entering inspection findings d. Generating various reports e. Managing unit level spending and budget controls f. Initiating project management Contractor shall evaluate the proficiency of students by requiring each student to demonstrate standard practical system functions. Students identified as lacking competence shall be provided one-on-one instruction in areas where competency is needed. These can be conducted one-on-one instruction face-to-face, via the web, or other method to address competence. Each location will provide a training room with computers capable of accessing the web. To prevent any delays in training, Contractor shall coordinate with POC to test each training center s computer access to the EMS software system before class begins. The Contractor shall provide a detailed EMS SaaS or Equivalent Operation Guide to include all operational instructions, basic troubleshooting and shortcuts for the EMS SaaS System or Equivalent. Deliverables: A. EMS SaaS Operation Guide VISN 8 PLACES OF PERFORMANCE Bay Pines VA Healthcare System 10000 Bay Pines Boulevard Bay Pines, FL 33744 Miami VA Healthcare System 1201 N.W. 16th Street Miami, FL 33125 James A Haley Veterans Hospital/Tampa VAMC 13000 Bruce B. Downs Boulevard Tampa, FL 33612 North Florida/ South Georgia VA Healthcare System 1601 SW Archer Road Gainesville, FL 32608 Orlando VAMC 13800 Veterans Way Orlando, FL 32827 West Palm Beach VAMC 7305 N. Military Triangle Riviera Beach, FL 33410 VA Caribbean Healthcare System 10 Casia Street San Juan, PR 00921-3201 How to Respond: Responses should be as complete and informative as possible. It is requested that interested offerors respond to the following questions: a. Provide a brief summary of your technical capability to meet the requirements, to include specific detailed product information. If you believe any of the minimum requirements are too restrictive, please explain in column D of the attached spreadsheet. b. Please provide any questions/comments/recommendations on the salient characteristics or provide any information that may VA better define this requirement. c. Please provide any existing contract vehicles (GSA FSS, GWAC, etc) you currently hold for which this requirement would be within scope. Is your company the OEM of the product or a reseller? If an OEM, do you have resellers available? d. Name of the firm, point of contact, phone number, email address, DUNS number, CAGE code, a statement regarding small business status (including small business type (s)/certifications(s) such as SDB, 8(a), HUBZone, SDVOSB, WOSB, etc.) under the corresponding NAICS code. RESPONSE SUBMISSION Please submit responses via email to juan.perez5@va.gov by 8:00 AM CST, June 8, 2020. VA reserves the right not to respond to any or all emails or materials submitted.