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Sources Sought Notice VA Temporary Lodging Room and Data Management - 36C10B23Q0556 Page 6 of 6 Sources Sought Notice Page 1 of 6 Preliminary Request for Information VA Temporary Lodging Room and Data... Sources Sought Notice VA Temporary Lodging Room and Data Management - 36C10B23Q0556 Page 6 of 6 Sources Sought Notice Page 1 of 6 Preliminary Request for Information VA Temporary Lodging Room and Data Management 36C10B23Q0556 Introduction This is a Request for Information (RFI) only issued for conducting market research. Accordingly, this RFI constitutes neither a Request for Quote (RFQ), Request for Proposal (RFP), nor a guarantee that one will be issued by the Government in the future; furthermore, it does not commit the Government to contract for any services described herein. The Department of Veterans Affairs (VA) is not, at this time, seeking proposals or quotes, and therefore, will not accept, review, or evaluate unsolicited proposals or quotes received in response hereto. This notice is not to be construed as a commitment on the part of the Government to award a contract, nor does the Government intend to pay for any information submitted because of this request. The Government does not reimburse respondents for any costs associated with submission of the information being requested or reimburse expenses incurred for responses to this RFI. Requirement: The VA s Office of Information and Technology (OIT) on behalf of VHA Care Management and Social Work Services (CMSW) is conducting Market Research for a Solution that will fulfill 100% of the functional and technical requirements described in Attachment A, VHA Functional Requirements Traceability Matrix (RTM). VHA CMSW leads VA's transformation to a Veteran-centric organization that places Veterans and their families first. CMSW provides an array of clinical services nationwide to ensure Veterans, their families, and caregivers have emotional and physical support, access to health care, and the resources to maximize wellness. VHA CMSW manages the VA s Fisher House Program which is a home away from home for families and caregivers of Veterans and active-duty military receiving treatment at major military and VA medical facilities. VA Fisher House accommodations are provided at no cost to guests and located within walking distance of the treatment facility. VA Fisher Houses provide temporary accommodations at no cost for Veterans, active duty military, their families and caregivers while receiving treatment through a VA medical facility. The VA National Fisher House Program includes 54 healthcare hospitality houses at 46 locations, with 25 more VA locations prioritized for construction by 2030. Currently VA s Fisher House Managers, Program Support Assistants, Fisher House administrative staff, VA providers, housekeepers, and National Program Manager collect data manually in a time intensive process via a SharePoint spreadsheet with data entry by 46 individual managers who may be hand tabulating the data. The National Program Manager also manually utilizes a similarly time intensive process of accessing and reviewing data reliability received from the individual Fisher Houses. At the individual house level, room availability and assignments are managed manually through dry-erase boards and spreadsheets. CMSW needs the ability for approximately 200 Fisher House program staff to complete daily Fisher House room management, automated data extraction, and automated referral tracking by using an automated information system that can be interfaced with the appropriate VA data feeder systems and configured to the VHA s specific business process and workflow requirements. Any prospective solutions shall stay current with all of the lodging industry s normative published national standards and any and all applicable laws, regulations and policies. Additionally, the solution should be configurable/ customizable, able to interface with VA Identity and Access Management (IAM) Single Sign On (SSO) PIV Card authentication and authorization (Multifactor Authentication), Veterans Health Information Systems and Technology Architecture (VistA), Oracle Cerner Millennium, ability to obtain VA ATO and/or comply with FISMA & FEDRAMP/NIST 800-53, FIPS 140-2, The Privacy Act of 1974, HIPAA, and VA Directive 6500. 3. Submission Information: All responsible sources may submit a response in accordance with the below information. There is a page limitation for this RFI of 30 pages. Your response must address capabilities specific to the services required and must include the following: Interested vendors shall at a minimum, provide the following information in the initial paragraph of the submission: Name of Company Address Point of Contact Phone Number Email address CAGE/Data Universal Numbering System / Unique Entity Identifier Number Company Business Size and Status for NAICS NAICS code(s) Any Schedules held on General Services Administration (GSA), Government-Wide Acquisition Contracts (GWAC) held on the National Aeronautics and Space Administration (NASA) Solutions for Enterprise-Wide Procurement (SEWP) V, or any other schedule not mentioned above to assist in determining acquisition strategy if you are included in one or more. Please also include Contract Number, expiration date, etc. Socioeconomic data: If a small business, what type of small business are you? Are you able to comply with FAR 52.219-6 and 52.219-14 in execution of this effort? Are you able to comply with VAAR 852.219-73, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside and with subcontracting limitations in 13 CFR 125.6 in execution of this effort? Provide a summary of your capability to meet the requirements for the following areas: Does your product offer centralized lodging room and referral management? Can your product: Display data in a Dashboard? Provide enterprise and local data metrics? Provide daily, weekly and monthly Reports? Provide real time lodging availability enterprise wide? With status of: guest stay, room assignments, checkout notifications, length of time room status active, unscheduled guest information, housekeeping staff information, facility/room cleanliness, maintenance status, current occupancy, need for refurbishment, and all related supporting documentation? How often is your product updated/upgraded? Do these updates/upgrades come at a cost to the customers? Does your product allow for multi facility data aggregation for executive enterprise reporting? If so, how many facilities data can be queried at a time? Is your product currently in use at any DOD or VA Fisher House s or any other federal agency? If so, where, at what locations (please provide POC information)? Technical Reference Model (TRM)/Similar VA Solution Does your product currently exist within VA? If so, where? Does it have TRM approval? If not, is TRM approval in process? Integration / Dependencies Does your product interface with Veterans Health Information Systems and Technology Architecture (VistA) and or Oracle Cerner Millennium? Does your product integrate/interface with any of the major EHR s on the Market? If Yes, which EHR s? What data can be shared between your product and the EHR? Does your product allow for EHR Referrals and Consults? Can your product operate on Client hosted infrastructure on-prem? If so, do you also provide full lifecycle Integrator integrations, sustainment and maintenance for Client hosted infrastructure on-prem? If so, how much do those services normally cost? Data Management Does your product allow for the migration of historical and/or archived data? Can this migrated data be retrieved and queried? Data Exchange/Communication - Does your product implement updates in accordance with all national standards? Security Does your product have, and or comply with FedRAMP certification? Is it being pursued/completed and if so at what level (high, medium, low)? Please describe your Information Assurance Cybersecurity compliance with NIST Risk Management Framework and Continuous Monitoring. Customer requested Enhancements Do you allow customers to suggest enhancements to your products without customizing off of the commercially available baseline? Do you charge extra for customer requested enhancements? Licensing Structure Please describe how your product is currently structured and offered, in sufficient detail. For instance, are licenses offered as Perpetual or subscription based, is the structure based on named Users or Concurrent User type, enterprise-wide products. Provide feedback on what licensing structure would be most economical and efficient for VA? Describe your commercial maintenance and support agreements along with your commercial incident response and incident resolution SLA s. Describe your products capability of meeting VA Security and Identity Access Management requirements, such as two-factor authentication. Corporate experience or expertise in performing these services and specific examples or references. Specific examples or references provided must include the agency, point of contact, dollar value, and contract number. Has this RFI provided sufficient detail to describe the technical requirements that encompass the software development and production operations support services to be performed under this effort. ______ YES _______ NO (if No, answer question e) If NO , please provide your technical comments/recommendations on elements of the RFI that may contribute to a more accurate proposal submission and efficient, cost-effective effort. Responses are due no later than 2:00 PM (EST), October 19, 2023 via email to William Freer, Contract Specialist at William.Freer@va.gov, Michael Gruen at Michael.Gruen@va.gov and Debra Clayton at Debra.Clayton2@va.gov. Please note VA Temporary Lodging Room and Data Management, 36C10B23Q0556 in the subject line of your response. Mark your response as Proprietary Information if the information is considered business sensitive. Email file size shall not exceed 5 MB. Please See attached document: Attachment A: VHA Functional RTM.