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Draft Product Description Sources Sought Notice 36C10A22Q0138 Page 2 of 12 Sources Sought Notice Update: The below requirement will be solicited National Aeronautics and Space Administration Solutions... Draft Product Description Sources Sought Notice 36C10A22Q0138 Page 2 of 12 Sources Sought Notice Update: The below requirement will be solicited National Aeronautics and Space Administration Solutions for Enterprise Wide Procurement Imagelink Brand Name or Equal Digital Scanner, Installation, Software, Software Maintenance, and Training This is a Sources Sought Notice only. This sources-sought notice is for planning purposes only and shall not be considered an Invitation for Bid, Request for Task Execution Plan (TEP), Request for Quotation, or a Request for Proposal. Additionally, there is no obligation on the part of the Government to acquire any products described in this notice. Your response to this notice will be treated only as information for the Government to consider. You will not be entitled to payment for direct or indirect costs that you incur in responding to this notice. This sources sought notice does not constitute a solicitation for quotes/proposals or the authority to enter negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. Interested parties are responsible for adequately marking proprietary, restricted, or competition sensitive information contained in their response. The Government does not intend to pay for the information submitted in response to this sources-sought notice. Any Service-Disabled Veteran-owned small businesses (SDVOSBs) or Veteran-owned small businesses (VOSBs) responding to this notice must include their intent and ability to meet set-aside requirements for performance of this effort in accordance with the Department of Veterans Affairs (VA) Acquisition Regulation (VAAR) 852.219-10 or 852.219-11, VA Notice of Total SDVOSB/VOSB Set-Aside; specifically the requirement for at least 50 percent of the cost of manufacturing or 50 percent of the services be performed by yourself and/or other eligible/verified SDVOSB/VOSB concerns; and verification from the VA Center for Verification and Evaluation. It is requested that all companies interested in participating in this effort please note their interest and provide indication of their respective capabilities to perform the effort described in the paragraphs below. It is the responsibility of potential offerors to monitor the Governmentwide Point of Entry for additional information pertaining to this requirement. REQUIREMENT: The purpose of this sources sought notice is to identify qualified contractors that can provide brand name or equal Imagelink digital scanner; Powerfilm application software; Universal Carrier -2; Zoom Lens; installation; training; and hardware and software maintenance and support to the Department of Veterans Affairs (VA) Financial Service Center (FSC). The VA FSC is a fee-for-service organization that processes and issues payments for approximately 1.7 million commercial invoices valued at $21 billion annually. VA is seeking sources that are capable to meet the draft Product Description requirements. If interested and capable of providing this effort, please see How to Respond instructions below. See Attachment A to the Sources Sought Notice, Draft Product Description, for additional information. HOW TO RESPOND: Responses should be as complete and informative as possible. Responses shall be limited to no more than 10 pages and include: Describe company s technical capabilities to meet the solution. Provide commercially available list pricing for the solution that can meet the Government s minimum requirements, including recommended quantities and unit pricing. If commercially available list pricing is not available, provide a Rough Order of Magnitude, including estimated quantities, unit pricing, and any additional anticipated costs to meet the Governments minimum requirements. Identify company name, address, email, and telephone number. Include a name, email, and the telephone number of a point of contact having the authority and knowledge to clarify responses with government representatives. Include the company s System for Award Management (SAM) Unique Entity Identifier (UEI), CAGE code, a statement regarding socioeconomic status (including business type (s)/certifications(s) such as SDB, 8(a), HUBZone, SDVOSB, WOSB, etc.). Identify if your company is the Original Equipment Manufacturer (OEM) of the solution or a reseller? If you are the OEM, do you have resellers available? Identify existing contract vehicle(s) numbers you currently hold for which this requirement would be within scope for this solution (i.e. GSA FSS, GWAC, NASA SEWP, etc.). Indicate the likelihood of your company responding to a solicitation should this effort result in an acquisition. Note: Small businesses should include intent and ability to meet set-aside requirements for performance of this effort, if applicable. If applicable, identify if additional time (the number of days) is required to add this requirement to the company s SEWP Contract. Respondents are requested to identify any additional information considered applicable to this Sources Sought Notice. INSTRUCTIONS FOR SUBMITTING QUESTIONS AND RESPONSES: Responses shall be submitted electronically via email to Lahkiah.Forde@va.gov and Joshua.Lemonds@va.gov no later than 12:00 pm EST, April 26, 2022. Information submitted any other method will not be considered. DRAFT PRODUCT DESCRIPTION DEPARTMENT OF VETERANS AFFAIRS (VA) Office Of Management VA Financial Service Center Brand Name or Equal Imagelink Digital Scanner; Powerfilm Application Software, Installation, and Hardware and Software Maintenance, and Training Date: April 21, 2022 Version 1.0 PRODUCT REQUIREMENTS The Department of Veterans Affairs (VA) Financial Services Center (FSC) requires brand name or equal Imagelink digital scanner; Powerfilm application software; Universal Carrier -2; Zoom Lens; installation; training; and hardware and software maintenance and support. The scanner and software will allow VA FSC users to scan and read financial documents The Contractor shall provide brand name or equal Imagelink 2400DV Plus digital scanner, installation, software, software maintenance, and training. All products and software shall be delivered 15 days after receipt of the order (ARO). Installation, configuration, and training shall be completed no later than 30-days ARO. Software maintenance and support shall be for 12-months from Government acceptance of products. The Contractor shall provide the following. Description Imagelink Part No. Quantity Unit Imagelink Digital Scanner 2400DV Plus 1 EA Onsite Installation 1 JOB Zoom Lens 8567463 1 EA Universal Carrier - 2 8989501 1 EA Powerfilm Application Software 1038272 1 EA Scanner and Powerfilm Application software maintenance, 12 months US-8452575-01-OSSC 1 EA Training 1 JOB All items must be compatible and capable of working with each other. SALIENT CHARACTERISTICS FOR BRAND NAME OR EQUAL IMAGELINK DIGITAL SCANNER REQUIREMENT: NOTE: Workstation is not required. The software is to be installed on existing VA computers. Interface USB2 Printer interface USB2 Direct printing Common Carrier a carrier for microfiche a carrier for 16mm roll film with an ANSI cartridge, - American National Standards Institute (ANSI) cartridge to hold 16mm roll of film. Note that the ANSI cartridge looks like a C clip that fits around a roll of 16mm film; the roll of 16mm film snaps into this cartridge. a carrier for 16mm roll film in a 3M model cartridge a manual advance universal carrier that supports 16mm and 35mm roll film, fiche, microfilm jackets, and aperture cards. Scanning resolutions: Capable of 200, 300, 400, 600, 800 dpi Include at a minimum, the following scanning features: Auto centering Auto frame masking Auto image rotation Auto skew correction Grayscale scanning/Black & White Manual masking and cropping Capable to fit in the space available, meeting the following dimension characteristics: Scanner size Depth no more than 32 in. Width no more than 20 in. Height no more than 30 in. Compatible with PowerFilm software SALIENT CHARACTERISTICS: UNIVERSAL CARRIER 2 Motorized advance universal carrier that supports 16mm and 35mm roll film, fiche, microfilm jackets, and aperture cards. Semi-automatic load odometer. Interface board included. SALIENT CHARACTERISTICS: ZOOM LENS Lens Magnifications 7.5x engineering, 9-16x, 13-27x, and 23-50x zoom lenses. SALIENT CHARACTERISTICS: POWERFILM APPLICATION SOFTWARE Shall be delivered via DVD. Shall be compatible with the scanner. The application software shall be TRM approved. Powerfilm application software is currently TRM approved. Any other Contractor-provided application software shall be capable of successfully being submitted, tested, and approved for VA s network and equipment. See Section 4.1 herein. Shall be able to have an interface output for indexing, retrieval and have distribution tools. Image distribution shall be able to provide single or multi-page TIFF, CD Publish, PDF and optional Kofax Capture module. Indexing shall offer at least 10 fields to include text, numeric or date and allow up to 32 characters per field and offer Auto-repeat indexing (ex. Current date) Shall be able to have document reconstruction, roll conversion and CD creation using CD Publish/CD Retrieve application. Shall have the capability to have flexible batching (ex. Suspend, Accept, Reject or continue). Shall be able to build a database of scanned images. Shall be compatible with a laser printer. INSTALLATION The Contractor shall provide onsite installation of scanner, universal carrier, zoom lens, and application software at the VA FSC facility located at 7600 Metropolis Drive, Austin, TX 78744. Installation dates shall be coordinated with the Point of Contact listed in Section 3.0 herein. The Contractor shall supply all personnel, hardware and travel necessary to perform on-site installation, configuration, and any activities necessary for Government acceptance. After completion of the installation, the Contractor shall complete system testing prior to Government acceptance. All installation, configuration, and testing services shall be completed no later than 30-days ARO. TRAINING The Contractor shall provide training for use of machine and installed software. The training shall be conducted as a train-the-trainer session. The training shall take place onsite at the FSC-Austin location at time of installation and will be for up to ten VA personnel. The Contractor shall provide VA-FSC user guides for future use with detailed instructions to use machine and software. TECHNICAL/MAINTENANCE SUPPORT The Contractor shall provide maintenance and support services to ensure the equipment and software function as intended. The Contractor shall provide and perform all preventive maintenance, general maintenance, troubleshooting and repairs in accordance with the Original Equipment Manufacturer (OEM) guidelines and standard practices. The Contractor shall provide all labor, parts, maintenance to include annual preventive maintenance and any travel related expenses required to ensure functionality. All parts shall be new OEM parts. No gray market parts are acceptable. The Contractor shall provide all parts ( like for like replacement of parts and equipment) and supplies to maintain equipment in acceptable working order and in condition necessary to produce quality products, as well as maintain the OEM warranty. The Contractor shall provide technical support and software maintenance to include updates, patches, or fixes to ensure it functions as intended. SERVICE CALL RESPONSE The Contractor shall provide a toll-free phone number for VA to report service calls. The Contractor shall respond to service calls during normal working hours defined as 7:30 a.m. to 5:00 pm CST, Monday through Friday, excluding holidays observed by the Federal Government. The Contractor shall acknowledge and respond to telephone calls or Microsoft Teams meeting invitations within one workday after notification. The response time on a service call starts when the VA FSC places a service call to the contractor. Service calls shall be resolved withing two business days 90% of the time. If an onsite response it required, the Contractor s service technician shall report to the VA FSC and notify them of his/her arrival. The Contractor s service technician shall verify the problem for which the service call was made. After the service call is completed, the Contractor s service technician shall contact the VA FSC service requester and confirm issue resolution prior to closing the service call. NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) PROCUREMENTSÂ (SECTION 508) On January 18, 2017, the Architectural and Transportation Barriers Compliance Board (Access Board) revised and updated, in a single rulemaking, standards for electronic and information technology developed, procured, maintained, or used by Federal agencies covered by Section 508 of the Rehabilitation Act of 1973, as well as our guidelines for telecommunications equipment and customer premises equipment covered by Section 255 of the Communications Act of 1934. The revisions and updates to the Section 508-based standards and Section 255-based guidelines are intended to ensure that information and communication technology (ICT) covered by the respective statutes is accessible to and usable by individuals with disabilities. SECTION 508 INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) STANDARDS The Section 508 standards established by the Access Board are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure ICT. These standards are found in their entirety at https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines. A printed copy of the standards will be supplied upon request. Federal agencies must comply with the updated Section 508 Standards beginning on January 18, 2018. The Final Rule as published in the Federal Register is available from the Access Board: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule. The Contractor shall comply with 508 Chapter 2: Scoping Requirements for all electronic ICT and content delivered under this contract. Specifically, as appropriate for the technology and its functionality, the Contractor shall comply with the technical standards marked here: E205 Electronic Content (Accessibility Standard -WCAG 2.0 Level A and AA Guidelines) E204 Functional Performance Criteria E206 Hardware Requirements E207 Software Requirements E208 Support Documentation and Services Requirements COMPATABILITY WITH ASSISTIVE TECHNOLOGY The standards do not require installation of specific accessibility-related software or attachment of an assistive technology device. Section 508 requires that ICT be compatible with such software and devices so that ICT can be accessible to and usable by individuals using assistive technology, including but not limited to screen readers, screen magnifiers, and speech recognition software. ACCEPTANCE AND ACCEPTANCE TESTING Deliverables resulting from this solicitation will be accepted based in part on satisfaction of the Section 508 Chapter 2: Scoping Requirements standards identified above. The Government reserves the right to test for Section 508 Compliance before delivery. The Contractor shall be able to demonstrate Section 508 Compliance upon delivery. SHIPMENT OF SOFTWARE AND HARDWARE/EQUIPMENT Inspection: Destination Acceptance: Destination Free on Board (FOB): Destination Software and Hardware Primary Point of Contact (POC): Ship To and Mark For: Name: To Be Provided at time of award. Address: Phone/Voice: Email: Software and Hardware Alternate POC: Ship To and Mark For: Name: To Be Provided at time of award. Address: Phone/Voice: Email: SPECIAL SHIPPING INSTRUCTIONS The Contractor shall coordinate deliveries with the Points of Contact (POC) listed in Section 3.0 herein. Prior to shipment of software, the contractor shall notify the delivery POCs in paragraph 3.0 herein by phone followed by an email, of all incoming deliveries including line-by-line details for review of requirements. The contractor shall not make any changes to the delivery schedule unless approved by the VA program manager or VA point of contact as listed in paragraph 3.0. GENERAL REQUIREMENTS VA TECHNICAL REFERENCE MODEL The Contractor shall support the VA enterprise management framework. In association with the framework, the Contractor shall comply with OIT Technical Reference Model (VA TRM). The VA TRM is one component within the overall Enterprise Architecture (EA) that establishes a common vocabulary and structure for describing the information technology used to develop, operate, and maintain enterprise applications. Moreover, the VA TRM, which includes the Standards Profile and Product List, serves as a technology roadmap and tool for supporting OIT. Architecture & Engineering Services (AES) has overall responsibility for the VA TRM. SOCIAL SECURITY NUMBER (SSN) REDUCTION The Contractor solution shall support the Social Security Number (SSN) Fraud Prevention Act (FPA) of 2017 which prohibits the inclusion of SSNs on any document sent by mail. The Contractor support shall also be performed in accordance with Section 240 of the Consolidated Appropriations Act (CAA) 2018, enacted March 23, 2018, which mandates VA to discontinue using SSNs to identify individuals in all VA information systems as the Primary Identifier. The Contractor shall ensure that any new IT solution discontinues the use of SSN as the Primary Identifier to replace the SSN with the Integrated Control Number (ICN) in all VA information systems for all individuals. The Contractor shall ensure that all Contractor delivered applications and systems integrate with the VA Master Person Index (MPI) for identity traits to include the use of the ICN as the Primary Identifier. The Contractor solution may only use a Social Security Number to identify an individual in an information system if and only if the use of such number is required to obtain information VA requires from an information system that is not under the jurisdiction of VA. INTERNET PROTOCOL VERSION 6 (IPV6) The Contractor solution shall support Internet Protocol Version 6 (IPv6) based upon the memo issued by the Office of Management and Budget (OMB) on November 19, 2020 (https://www.whitehouse.gov/wp-content/uploads/2020/11/M-21-07.pdf). IPv6 technology, in accordance with the USGv6 Program (https://www.nist.gov/programs-projects/usgv6-program/usgv6-revision-1), NIST Special Publication (SP) 500-267B Revision 1 USGv6 Profile (https://doi.org/10.6028/NIST.SP.500-267Br1), and NIST SP 800-119 Guidelines for the Secure Deployment of IPv6 (https://doi.org/10.6028/NIST.SP.800-119), compliance shall be included in all IT infrastructures, application designs, application development, operational systems and sub-systems, and their integration. In addition to the above requirements, all devices shall support native IPv6 and dual stack (IPv6 / IPv4) connectivity without additional memory or other resources being provided by the Government, so that they can function in a mixed environment. All public/external facing servers and services (e.g. web, email, DNS, ISP services, etc.) shall support native IPv6 and dual stack (IPv6 / IPv4) users and all internal infrastructure and applications shall communicate using native IPv6 and dual stack (IPv6 / IPv4) operations. GOVERNMENT FURNISHED PROPERTY AND SERVICES: The Government will provide on-site space for the Digital Scanner. Contractor shall provide the Digital Scanner meeting all the requirements outlined in this Product Description for maintaining the Digital Scanner. INFORMATION SECURITY CONSIDERATIONS: The assessment and authorization (A&A) requirements do not apply, and a Security Accreditation Package is not required. GENERAL SECURITY: CONTRACTOR PERSONNEL: All Contractor repair personnel shall possess the skills, knowledge, and ability to perform the services required by this contract. Contractor repair personnel shall be Original Equipment Manufacturer (OEM) factory trained and shall be able to understand speak, read and write the English language fluently. The Contractor or any representative of the contractor entering VA FSC installations shall abide by all the regulations of the installation which may be in effect during the contract period. VA FSC has the right to restrict access to installations under the contract of any contractor employee, or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general wellbeing or operational mission of the installation and its population. Contractor's employees shall remain fully clothed at all times while on the installation. This includes shirts with sleeves, shoes, and long pants. Tank tops, tee shirts, worn as outerwear are prohibited. The contractor shall perform work requirements in a manner to protect building occupants from any harm or injury. Work shall be scheduled to afford this protection. ACCESS TO CLASSIFIED INFORMATION Access to classified information is not a requirement of the contract. However, due to the sensitive nature of equipment and data present in particular area, the contractor may be obligated to obtain and maintain special badge from VA FSC for all personnel associated with the contract. As a minimum, such conformance may require all onsite personnel to be subject to the following: 1) verification of U.S. citizenship; 2) completion of Personnel Information Sheet; 3) interview; 4) local record checks; 5) local public agency inquiry; and 6) National Agency Check (NAC) to determine trustworthiness. An escort will be provided as required in sensitive work areas. VEHICLE REQUIREMIENTS: Contractor vehicles and/or Contractor employee POV s will be searched if the appropriate passes/decals are not displayed after entering Access Control Points (ACPs). All vehicles, including those with passes/decals, are subject to random search at any time. All vehicles entering facility grounds will be required to present valid driver license and current proof of insurance. ENVIROMENTAL AND OCCUPATIONAL SAFETY AND HEALTH ADMINISTRATION (OSHA) REQUIREMENTS Contractor shall comply with all local, State, and Federal environmental and occupational safety laws, rules, and regulations. The contractor shall be liable for all fines, penalties, and costs which result from violations of, or failure to comply with, all such local State, or Federal laws, rules, and regulations. All unsafe acts or conditions fostered by contractor personnel may be grounds for VA FSC to halt any and all contractor performance with a commensurate deduction of monies due the contractor until such unsafe conditions are corrected. The contractor shall take due caution not to endanger personnel during performance of this contract. Upon discovery of a serious hazard such as, but not limited to, fire, or large fuel spill, the contractor shall notify VA FSC Security Officer.