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Page 1 of 3 Optime Forum Enterprise System Service VISN 1 Addresses below in draft performance work statement (PWS), Purpose: The VHA Network Contracting Office (NCO) 1 is conducting market research t... Page 1 of 3 Optime Forum Enterprise System Service VISN 1 Addresses below in draft performance work statement (PWS), Purpose: The VHA Network Contracting Office (NCO) 1 is conducting market research to enhance NCO 1 s understanding of the market s offered services, capabilities and potential small business sources. A draft PWS of the Optime Forum Enterprise System service is included below. Interested vendors shall submit a capability statement with the following information. Does your firm service all locations listed below? If not, please provide a list of which locations you are capable of servicing. Briefly describe your firm s qualifications for the services listed in the PWS. Percentage of work your firm will provide _____, % of subcontractors ________ Company Name and Address DUNS and CAGE Code Point of Contact Size of Business (i.e. SDVOSB/VOSB, Small Business, 8 (a), HubZone, WOSB) Submit response (along with any supporting documentation) directly to: chelsea.smith2@va.gov. This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance NCO 1 s understanding of the market s offered services, capabilities and potential small business sources. The Government will not pay any costs for responses submitted in response to this Sources Sought. Draft Performance Work Statement Optime Forum Enterprise System Service 1.0 General: This is a non-personnel services contract to provide Optime Forum Enterprise System Service. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. 1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Optime Forum Enterprise System Service as defined in this Performance Work Statement. The contractor shall perform to the standards in this contract. 1.2 Background: The VHA is seeking Optime Forum Enterprise System Service to provide both remote and onsite customer service and support for technical problems relating to Forum or any connected modalities or VISTA interface, training needed for Clinical staff and/or Clinical Engineering staff, and software updates and upgrades as they become available to keep the Forum system up to date and ready for future applications. 1.3 Objectives: The Zeiss Optime service plan includes coverage and support of the following: FORUM software updates Access to the FORUM team s service hotline Technical Support Remote support Architecture evaluation Unlimited access to our online training Software updates and software upgrades with all the latest features and optimal performance. Updates needed to connect any new instruments to FORUM 1.4 Scope: The Forum application resides on several computers through the eye centers at each of the 11 facilities within VISN 1, as needed support and services shall be provided to upgrade the application at each site. Additionally, any ancillary Carl Zeiss Meditech eye clinic equipment connected to Forum at the 11 medical centers shall be included as it pertains to network connectivity or updates needed to communicate properly to Forum. Preventative maintenance and support on ancillary Zeiss equipment is not included in the scope of this contract. 1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and one (1) 12-month option years. The Period of Performance reads as follows: Base Year: 12/01/2020 11/30/2021 Option Year I: 12/01/2021 11/30/2022 1.6 General Information 1.6.1 Place of Performance: The work to be performed under this requirement will be performed at the following locations: VAMC Togus, ME 1 VA Center, Augusta, ME 04330 VAMC White River Junction, VT 163 Veterans Dr, White River Junction, VT 05009 VAMC Bedford, MA 200 Springs Rd, Bedford, MA 01730 VAMC Manchester, NH 718 Smyth Rd, Manchester, NH 03104 VAMC Northampton, MA 421 N Main St, Leeds, MA 01053 VAMC Providence, RI 830 Chalkstone Ave, Providence, RI 02908 VACHCS West Haven, CT 950 Campbell Ave, West Haven, CT 06516 VACHCS Newington, CT 555 Willard Ave, Newington, CT 06111 Boston HCS, Jamaica Plain, MA 150 S Huntington Ave, Boston, MA 02130 Boston HCS, West Roxbury, MA 255 Springs St, West Roxbury, MA 02132 Boston HCS, Brockton, MA 940 Belmont St, Brockton, MA 02301 1.6.2 Type of Contract: The government will award a Firm-Fixed Price Contract 1.6.3 Quality Assurance: The government shall evaluate the contractor s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). 1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 8:00 am 5:00 pm EST Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. All service/repairs will be performed during normal hours of coverage unless requested or approved by the Contracting Officer Representative (COR). NOTE: - Hardware/software update/upgrade installations will be scheduled and performed outside normal hours of coverage at no additional charge to the Government. There shall be no additional charge for time spent at the site during or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts. Operational Uptime will be computed during a month-long time period. Repeated failure to meet this requirement can subject the contractor to DEFAULT action. Scheduled maintenance will be excluded from downtime. 1.6.5 Recognized Holidays: The contractor is not required to perform services on holidays. New Year s Day Labor Day Martin Luther King Jr. s Birthday Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Independence Day Christmas Day 1.7 Equipment List: Specific hardware and software to be covered would be each/every Forum servers at the 8 VISN 1 centers as well as the VISN 1 server located at the Providence VAMC. 1.8 Quality Assurance: The government shall evaluate the contractor s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). 1.9 Security Requirements: All employees of general contractor and subcontractors shall comply with VA security management program and obtain permission of the VA police, be identified by project and employer, and restricted from unauthorized access. All contractor employees and sub-contractor employees shall apply for and, if qualified, be badged for general un-escorted access per VA Security Directive requirements. Escort will be provided as required in sensitive work areas. 1.9.1 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured. 1.9.2 Identification of Contractor Employees: All contract personnel where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. 1.9.3 Information Security: The Contractor shall follow all Government rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations, and shall adhere to all VA Privacy & Security, the Privacy Act and HIPAA requirements. No VA sensitive information will be transferred, shared, or stored with said vendor. As such, no additional mechanisms will be needed to ensure the protection of information. 2.0 Definitions and Acronyms: Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime. Contracting Officer (CO): A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government. Contracting Officer's Representative (COR): An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract. Defective Service: A service output that does not meet the standard of performance associated with the Performance Work Statement. Deliverable: Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports. Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal. Physical Security: Actions that prevent the loss or damage of Government property. Quality Assurance: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards. Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. Quality Control: All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements. Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor. Work Day: The number of hours per day the Contractor provides services in accordance with the contract. Work Week: Monday through Friday, unless specified otherwise. Field Service Engineer (FSE): A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises. VAMC: Department of Veterans Affairs Medical Center VAH: Department of Veterans Affairs Hospital 3.0 Contractor Responsibilities 3.1 Training: All training for upgrades shall be considered within scope throughout the life of the contract. This shall be provided to both Clinical staff as well as Clinical Engineering staff. 3.2 Transportation: All costs associated with transportation, from shipping point to the destination specified above, and all costs of removal after contract completion, shall be paid by the Contractor, and incorporated in the price proposal. The Contractor shall be responsible for all damage in transit including any transportation costs for replacement. 3.3 Service Manuals/Tools/Equipment: The Contractor shall provide all tools, (test) equipment, service manuals or service diagnostic software to perform the service. The contractor shall obtain, have on file, and make available to its FSE's all operational and technical documentation (such as; operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the CO upon request. 3.4 Reporting Requirements: For onsite work, the Contractor shall be required to report to the Clinical Engineering Department to log in. This check- in is mandatory. When the service is completed, the FSE shall document services rendered on a legible Engineering Service Report (ESR). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the COR or designated representative. ALL ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR or designated representative for an "authorization signature". If COR or designated representative is unavailable, a signed, authorized copy of the ESR will be left with the user. 3.5 Records Management Language: The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. 3.6 Required Services Beyond the Contract Scope: The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COR (in writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO with a written estimate of the cost to make necessary repairs. Services and parts outside the scope of this contract will not be authorized. 3.9 Additional Charges: There will be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts. 3.10 Miscellaneous: Additional equipment may be added and/or removed throughout the life of this contract and shall be determined within scope.