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Purpose and Objectives: The intent of this Sources Sought Notice is to identify potential offerors capable of providing BRAND NAME OR EQUAL, Vocera System. These are for the Wilmington VA Medical Cent... Purpose and Objectives: The intent of this Sources Sought Notice is to identify potential offerors capable of providing BRAND NAME OR EQUAL, Vocera System. These are for the Wilmington VA Medical Center in Wilmington, DE 19805. Responses to this Sources Sought Notice should demonstrate the firm's ability, capability, and responsibility to provide the principal components of supplies listed in the attached document. Responses should include the following information: Verify that the business is under 511210 of the North American Industry Classification System (NAICS), V1erification of Size Standard under the NAICS, Business name, address, Point-of-Contact, if in possession of a Federal Supply Schedule contract, and if the business has verification as a Service Disabled Veteran Owned Small Business or Veteran Owned Small Business. All information is to be submitted via e-mail at Daniel.Johnson44@va.gov. Information provided will not be returned. All responses shall be in the English Language. Responses are due by 12:00 P.M. (EST) on Thursday, August 08, 2019. No submissions will be accepted after this date and time. Questions can be submitted electronically to Daniel.Johnson44@va.gov. This is a Sources Sought Notice and submissions will be used for informational and planning purposes only. This notice does not constitute a formal Request for Quote (RFQ), nor is the government obligated to issue an RFQ. In addition, the Government does not intend to pay for any information provided under this notice. The Government is not obligated to notify respondents of the results of this survey. BRAND NAME OR EQUAL Statement of Work Vocera Professional Services welcomes the opportunity to work with Wilmington VA Medical Center, ("Customer"), to provide the professional services required for the deployment of your Vocera Communications System solution. The Vocera solution will be deployed for the following: Vocera Voice Vocera Messaging Vocera Integration Vocera Analytics The Vocera solution will be deployed in the following 22 nursing units / departments: ED ICU 4 East CLC Peri-Op / SPS EMS FNS Radiology RT Laboratory Resp Biomed Primary Care Specialty Clinics Providers/Doctors Pharmacy Facilities/ENG BIOMED IT Administrative Secretaries Education Logistics Social workers/Case Managers The Vocera Communication System will be integrated with the Customer's third-party systems, indicated in the table below, for the purpose of secondary alarm and event notification delivery to the Vocera communication device. Alarm and event notification will be designed, configured and deployed in the following four (4) nursing units: ED ICU 4 East CLC For the purposes of this agreement, OR areas (Pre-Op, OR, PACU, Anesthesia, Sterile Processing, etc.) will be treated as separate units. To deliver alarm and event notifications to the appropriate staff member(s), staff assignments will be managed as indicated in the table below: 3rd Party Integration Model Middleware Total Beds Staff System Detail Platform Assignments for Alarm Routing Hill-Rom Nurse Call & Navicare Engage Platform 90 Vocera Bed Exit Alerts VISTA ADT, PRN EMR Engage Platform 90 Vocera CPRS EHR Effectiveness, Missed Meds, Stat Orders Active Identity N/A Engage Platform N/A N/A Directory Management Staff assignments for alert routing will be managed in the Vocera Staff Assignment application. This alarm integration configuration supports the delivery of a nurse call alarm or event to the Vocera device as a text message notification. All alarm escalation workflow configurations are managed by the timeout escalation and retries settings established in the Engage platform. Project Summary In order to estimate the time required of Vocera Professional Services personnel to complete this project, it is necessary to define the scope of the Vocera Communication System functionality to be deployed and the departments or functional groups that will deploy Vocera. System planning and implementation services to be rendered by Vocera Professional Services for this engagement will include: Project Management Services Vocera Performance Assessment Services Vocera Design Kickoff, Call Flow and Messaging Design Services Database Development Services Installation, Implementation and End-to-End Testing Services: Vocera Server, Clustered Architecture Badge Configuration Machine Vocera SIP Telephony Gateway (VSTG) Server Vocera Client Gateway Vocera Messaging Server - High Availability Architecture Vocera Staging Server Administrator Knowledge Transfer Services Education Services and Go-Live Support Post-Deployment Assessment Services Third-party System Alarm and Event Notification Integration Services Alarm Integration: Design Services Alarm Integration: Engage System Configuration and Testing Services Alarm Integration: Solution Validation Alarm Integration: Alarm-to-Device Training and Go Live Support Services Alarm Integration: Post-Deployment Assessment Services Vocera Analytics Deployment Project Details - Voice and Messaging Project Management and Deployment Planning Services A Vocera Project Manager will be assigned to this project at order acceptance. Project scheduling requests for project kick-off and other engagement activities, including but not limited to, Vocera design kickoff; Vocera call flow design; installation and implementation; end user training and go-live services; as well as the required Vocera resources for these project activities, can only be committed by the assigned Vocera Project Manager. The Vocera Project Manager will schedule a project kick-off call with the Customer to officially initiate the project, review the scope of services to be provided, introduce team members, set expectations and develop a communications plan. Your Vocera Implementation Team consists of the following resources: Role Project Responsibility Project Manager Managing the resources and delivery of the project to the scope, budget and timeline Wireless Network Engineer Assessing the performance of Vocera in the Customer's environment and providing any recommendations for remediation Implementation Engineer Build/update Vocera database Install, configure and conduct end-to-end testing of the system Deliver Administrator Knowledge transfer services Clinical Informaticist Facilitate the delivery of the Design Kickoff and Call Flow Design sessions Develop training materials and training schedule Deliver Vocera device training and go-live support Conduct Vocera Post-Deployment Assessment Integration Engineer Update Vocera database to support room/role groups for alert routing Provide configuration services to connect and complete technical testing of the integrated solution Co-facilitate Technical and Solution Validation of the integrated solution Clinical Informaticist Facilitate the delivery of the Integration Design sessions Document the integrated solution design with the Notification Design Workbook Develop Solution Validation Test scripts and end-user training materials Co-facilitate Technical and Solution Validation of the integrated solution Deliver alarm-to-device training services Conduct Vocera Post-Deployment Assessment Vocera Performance Assessment Services Deliverable: Performance Assessment Report Vocera will conduct on-site readiness assessment of your wireless network covering a maximum of 481,119 square feet at Wilmington VA Medical Center. The assessment is performed to ensure that the network infrastructure can support the Vocera Communications System, and the server hardware and software configuration meets Vocera's requirements as indicated in the Vocera Infrastructure Planning Guide. If the Performance Assessment determines that the wireless network is not ready, Vocera may suspend deployment activities until Customer has remediated the network. If Customer requests Vocera resources for remediation confirmation, a Change Request is required and may result in additional fees. All wireless remediation must be completed and confirmed ten (10) business days before on-site user training is scheduled to commence. Failure to complete remediation in this timeframe may be subject to the Cancellation Policy in the Services Quotation Summary described below. In the process of assessing Customer's network, Vocera will work closely with Customer's wireless engineers training them on Vocera requirements and tools, methodologies and debugging techniques necessary to maintain and improve the health of Vocera system. Vocera will provide a comprehensive report to the Customer at the conclusion of the Performance Assessment. The Wireless Assessment for Performance Report will include: Assessment Results Network Topology Summary Data Capture Inventory and Procedure Findings and Recommendations Vocera Design Kickoff, Call Flow, Messaging and Staff Assignment Design Services Deliverable: Vocera Communication Design Vocera will facilitate a Design Kickoff with the key stakeholders, including project manager and key clinical staff. Vocera will review the design process for development of the call flow structure. Vocera will conduct a series of call flow design and messaging design session(s) and develop the clinical design specification for up to a maximum of 22 individual nursing units / ancillary departments. The design session(s) will consist of clinical call flow analysis to develop clinical roles, groups, forwarding, naming conventions, and permanent and temporary group parameters. Vocera will produce a Clinical Design specification describing the clinical group and department call flows, distribution lists and alert templates. 3.2.1 During the installation and configuration of the product the designated administrators of the system will be educated on how to add/modify any additional distribution lists Vocera will document, design and develop patient room groups as applicable for the Vocera Staff Assignment application, allowing end user association with room/group roles nested within the call flow design. The Vocera Staff Assignment application will be documented, designed, and developed for up to a maximum of 22 nursing units / departments. Customer is responsible for the development of call flow and staff assignment design specifications for any remaining departments. If Customer requests additional departments for design, the request will be handled through a Change Order for required rework as a result of those changes. Database Development Services Deliverable: Email to Customer Confirming Completion Upon Customer review and approval of the Clinical Design specification and completion of the Vocera-provided User List, the Vocera Implementation Engineer will develop and document the initial database and call flow requirements for a maximum of 850 users and up to 100 address book entries. The Vocera database may be comprised of the following elements: Sites (Global is default for single site installations) Groups Users Group Members Address Book Entries Access Points Locations Devices If Customer requests Call Flow or Database design changes after initial review and approval of the Call Flow or submission of the User List, the request will be handled through a Change Order for required rework as a result of those changes. Voice - System Installation, Configuration and Testing Services Deliverable: Implementation Report The Vocera Implementation Engineer will complete the following tasks: Install and configure the most current GA release of Vocera software on the Vocera servers Set-up the stand-alone Badge Configuration Station with dedicated access point (if applicable). Configure up to 242 Vocera badges. Review badge configuration with your Systems Administrator. Your Systems Administrator will configure additional badges if needed. Assist your System Administrator with the initial Vocera database installation and configuration. Install and configure single Vocera SIP Telephony Gateway (VSTG) instance and validate the installation is successful. Connect the VSTG to the Dialogic Media Gateway (DMG) for non-IP enabled PBXs. 5.4.1.1 Customer is responsible for the procurement and installation of the DMG. Assist your IT staff with integrating SIP with your PBX and validate that SIP is configured to operate in your environment. Install and configure the Vocera Staging Server. Any variation from the best practice System Installation, Configuration and Testing Services deployment model may result in additional work effort and require a Change Order for required work as a result of those changes. Conduct end-to-end testing of the Vocera solution, including calls between Vocera and phones, calls to pagers (if enabled on your Vocera system). Working with your team to troubleshoot issues which may arise during the end to end testing. Vocera will provide a Post-Installation Technical Report documenting the initial configuration of the system at the completion of the installation. Vocera Messaging - System Installation, Configuration and Testing Services Deliverable: Implementation Report The Vocera Implementation Engineer will complete the following tasks: Install and configure a single Vocera Client Gateway (VCG) server and validate the installation is successful. Install and configure the Vocera Messaging software in a high availability configuration on two (2) Messaging servers with a load balancer/reverse proxy: Work with internal groups as identified by Customer to ensure external access while maintaining internal security practices. Vocera will Synchronize with the Vocera Voice Server and Customer's Active Directory, or one of the other following contact sources, prior to provisioning the Vocera Collaboration Suite application. MS Excel (e.g., User List Database) MSSQL Server Provide Vocera Collaboration Suite client application installation and configuration assistance via email distributon to a maximum of ten (10) supported devices. Any variation from the best practice System Installation, Configuration and Testing Services deployment model may result in additional work effort and require a Change Order for required work as a result of those changes. Conduct end-to-end testing of the Vocera Messaging solution. Working with your team to troubleshoot issues which may arise during the end to end testing. Vocera will provide an Implementation Report documenting the initial configuration of the system at the completion of the installation. Vocera Application Administrator Knowledge Transfer Services Deliverable: Email to Customer Confirming Completion 7.1 Provide hands-on review for up to three (3) people on the functionality of the Vocera Systems Administration console, including device management and scheduled reporting capabilities. The administrator will get an overview of the Vocera system architecture and system features that provide maximum workflow benefits. The review session will provide insight into the administrative and reporting functionality of Vocera Report Server. Vocera Training and Go-Live Support Services Deliverable: Training and Go-Live Report Vocera's Clinical Informaticist will develop and deliver customized training at the point of use, focusing on the best practices for using and maintaining Vocera. Vocera will provide a maximum of 850 total seats of Instructor Lead Training (ILT) over 19 days. Voice and Messaging Training: Provide Vocera Collaboration Suite (VCS) Instructor Led Training (ILT) and Vocera Badge ILT. Train-the-Trainer class size not to exceed eight (8) seats and will be scheduled for up to two (2) hours. ILT class size not to exceed 12 seats and will be scheduled for up to 60 minutes. Maximum number of ILT classes per day not to exceed five (5). A minimum of 15 minutes will be scheduled between each class for prep time Class attendees to the VCS ILT must come to class with the VCS application installed on their smartphone and smartphone battery fully charged and configured Separate ILT sessions will be scheduled for the Vocera Badge or the VCS application It is recommended that class attendees come to class after reviewing any applicable Computer Based Training (CBT) modules via Health Stream or the Customer's Learning Management System Customer is responsible for CBT management of completion rate. Provide consultation on training strategies and best practices to meet the needs of Customer as well as on-unit support during training days to support staff to effectively utilize Vocera. Customer Trainer(s) will train all remaining staff. Vocera will work with the customer to establish the training schedule. Customer is responsible for ensuring full attendance to each training session scheduled. The Vocera Clinical Informaticist will provide a Post-Training Report to Customer. Post-Deployment Assessment Services Deliverable: Post Deployment Assessment Report Vocera Professional Services will provide up to two (2) consecutive days of post-deployment assessment. The post-deployment assessment includes remote evaluation of reports, on-site clinical walk-throughs and clinical interviews. The assessment is performed by senior Vocera staff and examines end user satisfaction and congruency with workflow to identify areas of optimizing critical processes and user/system performance and includes: Support for the System Administrator to: Provide system reports to departmental managers Ensure the System Administrator is proficient to run, schedule and interpret system reports Provide Support for the End Users Independently build database based on clinical process End user support through: Collaboration with clinical staff Incorporating changes to or new clinical process - independent database builds by System Administrator Identifying support: Trainers Support for struggling staff: Refresher classes Provide rounding support: Talk with staff, charge nurses and managers as available Identify user issues (frustrations) and what is working well Refresher training on broadcast feature Analysis, recommendations and communications to the deployment team Debrief (review of findings) Written report Alert template accuracy Vocera will provide a Post-Deployment Assessment report documenting Vocera's findings and recommendations. Project Details - Integration Third Party System Integration - Secondary Alarm Notification Alarm Integration - Integration Design Services Professional Services Milestone: Delivery of the Notification Design Workbook 10.1.1 Facilitate a series of workflow design sessions to develop the integrated clinical design specifying the alarms that will be delivered to Vocera; the routing of selected alarms to the appropriate caregiver role; the escalation of alert notifications and alert enunciation and presentation on the Vocera device. Vocera will design two (2) unique workflows for the Third-Party Systems integration. Additional workflows will require a Change Order for additional work effort required. Alarm Integration: Engage Server Installation Services Professional Services Billing Milestone: Delivery of Engage Server Login Verification Deliver hardware (if applicable) and software to the customer. Once in place, The Implementation Engineer will remotely build the Engage technical architecture and work with the third-party vendor representative(s) to configure the alarm data output connection to communicate with Vocera. 10.2.1.1 Vocera will remotely work with the third party vendor representative(s) to enable nurse call system caregiver call back functionality (if applicable). Alarm Integration: Engage Configuration and Testing Services Professional Services Billing Milestone: Delivery of Technical Checklist The Implementation Engineer will remotely build the custom configuration based on the customer's agreed upon clinical design. Upon configuration completion, the Implementation Engineer will coordinate with the customer to test the system remotely and onsite to ensure that appropriate connections are made and information flow is per design. Alarm Integration: Solution Validation Services Professional Services Billing Milestone: Solution Validation Completion Conduct testing with clinical and technical stakeholders for each nursing unit to demonstrate the customized event notification and alarm design configuration in a controlled, pre go-live setting. Both technical and clinical teams should participate in order to verify messages and alarms to phones and to obtain Customer approval prior to the general deployment. The Solution Validation is planned per nursing 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. Vocera will debrief the hospital team (PM, clinical leadership, system admin) with the final analysis of the Solution Validation and discussions will focus on any issues/concerns, technical hurdles, validation of the system and next steps. Engage System Administrator Training Customer will assign one or more system administrators to support the Engage platform. System administrator(s) will be responsible for the upkeep, configuration, and reliable operation of the Engage solution. Responsibilities for the system administrator include, but are not limited to: Analyzing system logs and identifying potential issues with integrated systems Performing routine audit of systems and software Applying configuration changes Adding, removing, or updating user account information, resetting passwords, etc. Answering technical queries and assisting users Responsibility for documenting the configuration of the system Troubleshooting any reported problems System performance tuning Assist the Vocera professional services team with the successful installation, integration, and deployment of the Extension Engage solution Assist the Vocera support services to report and troubleshoot issues Vocera strongly recommends that customers send a minimum of one designated administrator to Vocera provided system admin training (three days) at Vocera's office location in Fort Wayne, Indiana. System admin training for one attendee is included with quoted solution detailed in this statement of work. Additional attendees can be accommodated at an additional cost. Customer is responsible for all T&E charges associated with travel to Fort Wayne, as well as lodging and meals while attending training. The agenda for the three-day training course can be provided upon request. Alarm Integration: Alarm-to-Device Training and Go-Live Support Services Professional Services Milestone: Delivery of Post-Training and Go Live Support Report Provide up to a maximum of 100 alarm-to-device training seats over two (2) days to educate end users on the processes for receiving, processing, retrieving and deleting alert notifications on their Vocera device. Training sessions should be scheduled for up to 30 - 60 minutes. Alarm-to-device class size is not to exceed ten (10) seats. Customer Trainer(s) will train all remaining staff. Vocera will work with the customer to establish the training schedule. Customer is responsible for ensuring full attendance to each training session scheduled. Integration Go-Live Support Services Professional Services Milestone: Delivery Go Live Support Report Vocera Professional Services will provide Integration Go-Live Support Services as follows: Provide 16 hours of support services per day with a Clinical Informaticist on two (2) eight (8) hour shifts. Provide eight (8) hours of support services per day with an Integration Engineer on one (1) eight (8) hour shift. Support will be provided over two (2) consecutive days, Monday - Friday. Alarm Integration - Post-Deployment Assessment Services Professional Services Milestone: Delivery of the Post-Deployment Assessment Report Provide up to one (1) day of post-integration assessment. The post-integration assessment includes remote evaluation of reports, on-site clinical walk-throughs and clinical interviews. The assessment is performed by senior clinical Vocera staff and examines end user satisfaction and congruency with workflow to identify areas of optimizing critical processes and user/system performance and includes: Review of current workflow and alert/alarm configuration On-site clinical walkthroughs to: access staff proficiency address concerns identify educational needs Discuss ongoing Issues and challenges Analyze reports and review with System Administrator Identify areas of optimizing critical processes and user/system performance Vocera Analytics - Project Details Vocera Analytics Clinical Design Services Vocera will conduct a clinical design session and develop the clinical design specification for Vocera Analytics. The design sessions will consist of intentional review of the Clinical workbook, a brief review of Vocera groups and units / departments, and a clinical review of Vocera Cross-walk tables for consistent Vocera Analytics display. Vocera will produce a Vocera Analytics Clinical Design specification. Customer is responsible for the development of clinical design specifications for any remaining departments. If Customer requests additional departments for design, the request will be handled through a Change Order for required rework as a result of those changes. Vocera Analytics Installation, Configuration and Testing Services The Vocera Implementation Engineer will complete the following tasks: Install and configure the most current GA release of Vocera software on the Vocera Analytics server. Install and configure Vocera Analytics "monitoring agents" on all Vocera servers for data collection: Vocera Application Server Vocera Messaging Platform Vocera Engage Platform Verify connectivity and data collection for all configured data sources. Conduct end-to-end testing of the Vocera Analytics solution, including: Review of Vocera Analytics data and User Interface presentation. Dashboard review of facilities, units, and users. Review of report data for specific integrations and clinical workflows, escalations, events, and accepts and declines. Vocera will provide a Post-Installation Technical Report documenting the initial configuration of the system at the completion of the installation. Vocera Analytics Administrator Training Services Provide a comprehensive overview of the Vocera Analytics server functionality including basic system troubleshooting and monitoring services. 13.1.1 Administration training services will be provided over two (2) hours for up to three (3) participants. Administrator Training sessions will be delivered by the Vocera Implementation Engineer. Vocera Analytics Training Services Vocera's Clinical Informaticist will develop and deliver tailored training remotely for Vocera Analytics. Training Services will be provided over four (4) hours. Provide remote Vocera Analytics end user training. Basic End User class size not to exceed twelve (12) seats. Maximum number of classes per day not to exceed three (3). Training will be delivered via webinar. Customer Trainer(s) will train all remaining staff. Vocera will work with the customer to establish the training schedule. Customer is responsible for ensuring full attendance to each training session scheduled. The Vocera Clinical Informaticist will provide a Post-Training Report to Customer. Vocera University Vocera provides several training courses designed to promote Client self-sufficiency in administering, supporting and providing training on the Vocera solution. "Customers interested in participating in a Vocera University course may find additional information regarding course content and costs at www.vocerauniversity.com Customer Responsibilities To facilitate a productive engagement, Customer is responsible for the following: Working with the Vocera Sales Engineer, complete the Vocera Messaging Technical Discovery Questionnaire. Vocera Professional Services will facilitate a project kick-off call after Order Acceptance and requires the discovery questionnaire be completed prior to project kick-off. Provide a single point of contact to manage the Vocera implementation, obtain resources, schedule client personnel, and review and approve engagement deliverables. Acquire and configure all related server and network hardware and resources as identified by Vocera in its deployment sizing matrix (and/or specifications provided by Vocera at time of project initiation). Ensure hardware required for Vocera System is ready at the time services are provided. This includes rack mounting servers, procuring IP address for servers and configuring servers to network. For Customers wanting to send Vocera Messaging Alerts to the Vocera Badge, ensure the access points, network infrastructure, hardware and systems software support the requirements for the Vocera Communications System. These requirements are documented in Vocera Sizing Matrix and Vocera's Infrastructure Implementation Guide available at Vocera Infrastructure Planning Guide Smartphones must be assigned to a corporate Wi-Fi network in order to support the "Call" feature of the Vocera Collaboration Suite application. Ensure the access points, network infrastructure, hardware and systems software support the requirements for the Vocera Communications System. These requirements are documented in Vocera Infrastructure Planning Guide. Ensure the Messaging System and Device Requirements are met as documented in the VMP Requirements and Recommendations documents. Provide the radio MAC, names and locations of all access points. Complete and assist with the completion of all responsibilities assigned to Client in the Roles and Responsibilities section of this Statement of Work. Customer must provide two (2) supported smartphones for Performance Assessment. These must be preconfigured for any Mobile Device Management (MDM) solution and the wireless network credentials Provided devices should be representative of devices to be used with the Vocera Messaging application Contact Apple directly for standard Apple assessment necessary for iPhone device of choice. The Apple assessment is to occur in conjunction with the Vocera Performance Assessment. Schedule all client personnel as necessary for implementation activities, and review and approve engagement deliverables. Ensure that all necessary client IT and clinical personnel as identified by Vocera are available at mutually agreed times and dates to support key meetings, including but not limited to call flow design meeting, installation, assessment, and training. Ensure that all necessary client IT and clinical personnel as identified by Vocera review and completion of deliverables. Any changes to deliverables will be handled through a change order process. Change Order request can be initiated by either the Client or by Vocera. Schedule all on-site Vocera services between the hours 12pm - 7pm local time Monday, 7am - 7pm Tuesday through Thursday, and 7am - 12pm Friday. There is a 20% premium for services delivered outside of these hours. Vocera training services are performed in 8-hour days. Assign technical resources that have access and adequate permissions on the Vocera servers and configuration computers. Customer will need to have existing third-party distributor install and configure any necessary components (HW/SW/Licensing) Customer will need to have existing nurse call distributor and the Customer team and/or partner work with Vocera to enable nurse call system caregiver call back functionality, if applicable Customer will coordinate and make available all 3rd party implementation resources necessary to deliver the project. Customer must provide access to all locations required for system installation, configuration and training. Customer must provide remote access via VPN (site-to-site or client-based) for remote configuration, testing and support. Vocera requires the Vocera Impleme...