Inactive

THIS IS NOT A SOLICITATION. This is a Sources Sought Notice only and is issued to conduct market research and gain knowledge of current market capabilities. Responses to this notice are not offers and... THIS IS NOT A SOLICITATION. This is a Sources Sought Notice only and is issued to conduct market research and gain knowledge of current market capabilities. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. This notice is issued solely for information and planning purposes and does not constitute a solicitation or a guarantee to issue a solicitation in the future. This notice does not commit the Government to contract for any supply or service. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. Not responding to this notice does not preclude participation in any future solicitation, if issued. This announcement is based on the best information available at this time and is subject to future amendment. The Department of Veterans Affairs, Network Contracting Office 4, is conducting a market survey to identify potential sources to perform a firm fixed price contract, to include a one-year base performance period, and four one-year option periods for procurement of ASCOM to VOCERA Integration for the James E. Van Zandt (Altoona) VA Medical Center, 2907 Pleasant Valley Road, Altoona, PA 16602-4305: ______________________________________________________________________ SYNOPSIS (NOT COMPREHENSIVE) A. Introduction: GENERAL The James E. Van Zandt (Altoona) VA Medical Center, located at 2907 Pleasant Valley Blvd., Altoona, PA 16602, has a requirement to integrate its existing Ascom Telligence Nurse Call System with Vocera. The integration aims to enhance communication and workflow efficiency in healthcare facility environment by leveraging the capabilities of both systems. PROJECT OVERVIEW The project is comprised of establishing a seamless connection between the exiting Ascom Telligence Nurse Call system and the Vocera communication platform. The project involves system design, procurement of hardware, software, licenses, and installation to allow the exiting Ascom Telligence Nurse Call system to integrate with the Vocera communication platform. Services will also include follow-on clinical and technical training for post integration to Vocera and the support of the upgraded Ascom Telligence system for a period of 12 months. This integration will enable real-time notifications, alerts, and call routing between the two systems, allowing healthcare professionals to respond quickly and effectively to patient needs. PERIOD OF PERFORMANCE The period of performance includes a one-year base period and four one-year options as follows: Base period: 10/01/2023 09/30/2024 Option 1: 10/01/2024 09/30/2025 Option 2: 10/01/2025 09/30/2026 Option 3: 10/01/2026 09/30/2027 Option 4: 10/01/2027 09/30/2028 WORKING HOURS If Contractor is required to be onsite, it shall be between the hours of 8:00 AM 4:00 PM, ET, Monday Friday, excluding federal holidays. If one of the planned days overlaps a holiday, the contractor shall reschedule another day/time with the Technical Point of Contact (POC) at no additional cost to the Government. Federal holidays are as follows: New Year s Day January 1 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day 4th Thursday in November Christmas Day December 25 ASCOM TELLIGENCE NURSE CALL SYSTEM (UPGRADE/INTEGRATION) REQUIREMENTS PART 1 REGULATORY COMPLIANCE REQUIREMENTS Federal Communications Commission (FCC): FCC (47 CFR 15) Part 15 Limitations on the use of wireless. National Fire Protection Association (NFPA): NFPA70 - National Electrical Code NFPA99 - Health Care Facilities Code Underwriters Laboratories (UL): IEC 62368-1 Audio/video, information and communication technology equipment - Part 1: Safety requirements UL 1069, the Standard for Hospital Signaling and Nurse Call Equipment UL 2560, the Standard for Emergency Call Systems for Assisted Living and Independent Living Facilities PART 2 PROJECT REQUIREMENTS APPLICABLE CODES & STANDARDS AND INSTALLATION All penetrations made by the Contractor in fire and smoke walls, and other rated barriers shall comply with manufacturer s requirements for the repair system utilized. Contractor shall present proof of compliance prior to making the penetration and notify the POC for inspection immediately after the penetration is repaired. In addition, any installations (data, power, etc.) cannot touch the sprinkler lines or sprinkler support lines. The Contractor shall provide an Ascom Telligence System that complies with HIPPA requirements. The Contractor shall provide written proof from the system manufacturer authorizing the Contractor to install and support the Ascom Telligence System if Contractor is not the Original Equipment Manufacturer. The Contractor shall ensure that all work provided under this section meets the minimum requirements of Codes and Standards listed in PART 1. The Contractor shall not require Department of Veterans Affairs employees to maintain system infrastructure. The contractor is responsible for system maintenance and repairs during the installation and warranty periods as required in PART 4 of this Statement of Work and for infrastructure repairs for the duration of the contract unless damage has been caused by DVA. The Contractor shall verify that all system component updates, upgrades, bug fixes and other recommended system modifications are rigorously tested and proven to be stable prior to installation and implementation.The Contractor shall provide an initial list of any/all third-party software components included in the system and update this list whenever any 3rd party components are added, deleted, or modified. OBJECTIVES OF INTERGRATION Establish bi-directional communication between Ascom Telligence and Vocera systems on the Ascom side of the system. Enable automatic routing of nurse call alerts from Ascom Telligence to Vocera devices. Enable status synchronization between Ascom Telligence and Vocera for accurate call escalation and prioritization. Ensure secure and reliable data exchange between the integrated systems. Provide alarm information presented in an intuitive visual format including location and resident identifier. All building areas should be included within assigned geo-boundaries with associated textual descriptions. These locations and descriptions shall be used to identify resident tag location at system workstations. Provide training and documentation for system administrators and end-users. PART 3 DELIVERABLES The Contractor shall provide items as follows: All data cabling to be plenum-rated CAT 6. All cables are to be labeled. Integration design documentation, including system architecture, data flow, and interface specifications. Supply complete documentation of system infrastructure to correspond to as-built system components and cabling. Licenses, software, and components with associated hardware, mounting equipment and connectors for existing Ascom Telligence to integrate and communicate with Vocera. Program and test all alarm devices and confirm proper operation and communication. Physical configuration: Configuration and setup of integration components the respective system. Shall provide testing and verification of the integrated solution. DVA will provide 120 VAC power receptacles for system workstation computers and monitors. User training materials and documentation. Post-implementation support and troubleshooting for 12 months. SCOPE OF WORK The scope of work includes the following activities: Conduct a detailed analysis of the Ascom Telligence System to identify integration requirements and dependencies. Design and develop integration interfaces and protocols to facilitate seamless communication. Source and deliver components, software, licenses, Original Equipment Manufacturer documentation required as part of integration to 2907 Pleasant Valley Blvd, Altoona PA, 16602, care of Health Technology Management Office. Configure and deploy integration components on the respective systems. Conduct comprehensive testing to ensure proper functionality and performance of the integrated solution. Provide training sessions to system administrators and end-users on how to utilize the integrated system effectively. Document the integration process, including installation procedures, configuration settings, and troubleshooting guidelines. Offer post-implementation support to address any issues or concerns that may arise. POST INSTALLATION REQUIREMENTS The Contractor should provide around-the-clock, (24/7/365), direct access technical support to address any system problems. The Contractor shall offer remote technical support capability by approved Department of Veterans Affairs methods to remotely access system resources and resolve issues. Contractor shall also respond within eight (8) hours for any necessary onsite repairs during the warranty/support period. Remote connection to the system shall be coordinated with James E. Van Zandt Healthcare Technology Management (HTM). The Contractor shall furnish a warranty for the post integration/upgraded Ascom Telligence system that covers all the new components and equipment furnished for integration, as follows: Conditions: Abnormal deterioration and failure of the system to meet performance requirements. Period: The Contractor shall guarantee all labor, workmanship, and materials for the Ascom Telligence System for a minimum period of one (1) year from the date of final acceptance with the exception for certain products and batteries. Should failure occur within the first year to the system, the Contractor shall provide with shorter termed warranty period all labor and materials necessary to restore the system to the condition required for the final test and acceptance for this contract, at no cost to the Department of Veterans Affairs. The Contractor s warranty shall include all costs related to troubleshooting, repair, and replacement of defective work, including costs of labor, transportation, materials, equipment, and other costs as necessary to restore the system to a complete and operational state. Tie-ins: During the warranty period, additional components should be connected to the installed systems. New devices will be connected in the same manner as described in the contract and the existence of the new connections shall not void this guarantee. Where software is part of the system, new information should be entered in the database to extend operation of the system. The Contractor shall provide local service by factory trained personnel from an authorized distributor/reseller of the equipment. The dealer shall have available stock or have parts readily available of the manufacturer s standard parts for the primary system components and devices. The inventory of spare parts requirement is assuming availability of components through a dealer network and/or obtained from respective manufacturers within the required time frame. The Contractor shall correct any software or firmware defects identified during the Warranty period without additional cost to the Department of Veterans Affairs. The Contractor shall furnish training for the Ascom Telligence System, as follows: Clinical training shall cover all end-user features of the software application. Follow up training may occur three (3) to nine (9) months after system startup. The Contractor shall offer an extended service and maintenance program from the manufacturer to the Department of Veterans Affairs for future years of operability. The DVA shall inform the Contractor of the acceptance or rejection of the program at the time of Final Acceptance. The Contractor should warrant that all work furnished under this contract will be of good quality, free from faults and defects, and in conformance with the contract documents. The Contractor shall implement and maintain a Quality Control System that results in correction of potential and actual problems throughout the scope of the contract performance. The Quality Control System shall contain processes for corrective actions without dependence upon Government direction and shall maintain records of all contractor quality control inspections and corrective actions. PART 6 INFECTION CONTROL AND SAFETY REQUIREMENTS 1 The Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements contained in Altoona VAMC Medical Center Policies (MCPs) and Standard Operating Procedures (SOPs). MCP10F.04 Hazardous Materials SOP 10F.05 Confined Space SOP 10F.09 ISLM SOP 10F.04 Lock out Tag out SOP10F.06 Hot Work MCP 10F.19 Construction Safety management program Altoona VAMC MCPs and SOPs outline general safety, confined space, dust control, permits, hazardous materials handling, environmental protection and other safety and health requirements. In performance of this contract, the Contractor shall follow Altoona VAMC safety policies and standards for safe work practices and take such safety precautions as the Altoona VAMC Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with Altoona VAMC smoking policy, which designates all interior space as non-smoking areas. Patient, employee, visitor, and Contractor s personnel safety best practices shall be adhered to at all times. The Contractor is responsible for the safety and health of his/her employees. The Contractor shall comply with all applicable OSHA safety and health standards. The Contractor shall replace all safety guards, equipment, devices, etc., removed during service or repair immediately after completion of work or when leaving a job unattended. The Contractor is responsible for identifying, providing, and maintaining all personal protective equipment (PPE) required to perform the duties outlined in the contract. Additionally, the Contractor is responsible for identifying and adhering to all applicable safety program guidelines (lockout/tag out, confined space entry, universal precautions, etc.) required to perform the work. Contractor is responsible for providing and documenting any and all required safety training and proper use of PPE to their employees. Training documentation will be provided to the POC upon request. The Contractor shall be notified of any non-compliance with the provisions of the contract. The Contractor shall, after receipt of such notice, immediately correct the condition and notify the POC/Contracting Officer in writing that the condition has been corrected. If, in the opinion of the Altoona VAMC Safety Officer or designee, the compliance condition is considered to be life threatening, he/she shall instruct the Contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the contracting officer may issue an order halting all or any part of the work, and Contractor may be held in default. The Contractor will bear all costs associated with a stoppage of work or time spent correcting any safety hazards. PART 7 VHA HEALTHCARE DIRECTIVE Flu Vaccination Program - VHA Directive 1192 requires all health care personnel (HCP) to participate in the seasonal influenza prevention program and outlines the key implementation steps. Health care personnel is defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination. Those HCP unable or unwilling to be vaccinated are required to wear a face mask throughout the influenza season. Masks are available at entrances throughout the medical center. It is the responsibility of the contractor to ensure that all contract staff are compliant with the requirements outlined in VHA Directive 1192. The contractor shall maintain the following documentation: Documentation of vaccination, e.g., signed record of immunization from a health care provider or pharmacy, or a copy of medical records documenting the vaccination. Completed Health Care Personnel Influenza Vaccination Form (Attachment B of VHA Directive 1192) if unwilling or unable to receive the vaccine. The Contractor is required to submit annual certification to the POC that all contract staff performing services at VA facilities are in compliance with VHA Directive 1192. Standard Personnel Testing/Infection Control The Contractor shall provide proof of the following tests for their staff within five (5) calendar days after contract award and prior to the first duty shift to the POC and Contracting Officer. Tests shall be current within the past year. TUBERCULOSIS TESTING: Contractor shall provide proof of a negative reaction to PPD testing for all Contractor staff. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive PPD results. The PPD test shall be repeated annually. RUBELLA TESTING: Contractor shall provide proof of immunization for all Contractors staff for measles, mumps, rubella, or a rubella titer of 1.8 or greater. If the titer is less than 1.8, a rubella immunization shall be administered with follow-up documentation to the COR. OSHA REGULATION CONCERNING OCCUPATIONAL EXPOSURE TO BLOODBORNE PATHOGENS; Contractors shall provide generic self-study training for all Contractors staff; provide their own Hepatitis B vaccination series at no cost to the VA if they elect to receive it; maintain an exposure determination and control plan; maintain required records; and ensure the proper follow-up evaluation is provided following and exposure incident. Altoona VAMC shall notify the Contractor of any significant communicable disease exposures as appropriate. Contractors shall adhere to current CDC/HICPAC Guidelines for Infection Control in healthcare personnel (as published in American Journal for Infection Control- AJIC 1998; 26:289-354. PART 8 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS All Contractor employees requiring unescorted access to VA facilities and/or access to VA Technology resources (network and/or protected data) must complete a Special Agreement Check (SAC) investigation conducted by the FBI National Criminal History Check (NCHC). The following forms are required for a SAC: Fingerprints and OF306 Declaration for Federal Employment. The employee must be fingerprinted as part of the investigation. Electronic fingerprinting can be performed at the Altoona VAMC and will be coordinated through the COR and Human Resources Office. The Contractor shall bear the expense of the background investigation(s), regardless of the final adjudication determination. A Bill of Collections shall be generated by the VA after final adjudication determination has been received. The POC is responsible for ensuring that all Contractors comply with physical security policies. A compliant ID badge must be worn by Contractors always while on VA premises. The Vendor is required to comply with physical security guidelines by either checking in with the VA Police when they come on-site to perform contracted services, or by obtaining a VA Contractor ID badge from the VA Police. PART 9 ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS A Contractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. All Contractors and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. The Contractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or employ. The Contracting Officer must also be notified immediately by the contractor or prior to an unfriendly termination. PART 10 VA INFORMATION CUSTODIAL LANGUAGE Information made available to the contractor by VA for the performance or administration of this contract or information developed by the Contractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). PART 11 SECURITY INCIDENT INVESTIGATION The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The Contractor shall immediately notify the POC and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor has access. PART 12 LIQUIDATED DAMAGES FOR DATA BREACH Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor processes or maintains under this contract. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: Notification. One year of credit monitoring services consisting of automatic daily monitoring of at least three relevant credit bureau reports. Data breach analysis. Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution. One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. PART 13 TRAINING All Contractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems. Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training. Successfully complete the appropriate VA privacy training and annually complete required privacy training, VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information training by using VA s TMS system (https://www.tms.va.gov/) or Complete the hard copy version of VA Privacy Training for Personnel without Access to VA Computers (see Attachment A); and Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] The Contractor shall provide to the Contracting Officer and/or the POC a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within one (1) week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. PART 14 ADDITIONAL REQUIREMENT HIPAA-Focused Training" prior to the performance of the contract and annually thereafter. Training must be completed in VA s TMS system (https://www.tms.va.gov/) or via hard copy training documents. SOURCES SOUGHT RESPONSE: Capabilities Statement and Documentation: Companies are invited to provide their capabilities, experience, and knowledge in the provision of an ASCOM to VOCERA Integration. Sources are asked to provide information to demonstrate their answers to the following items of information: 1. General information about your company to include: Company Name: Company Address: Socioeconomic Status: GSA Contract Number covering these services and Expiration Date (if applicable): Company SAM UEI: Company NAICS Code(s): Point of Contact Name: Point of Contact Phone Number: Point of Contact Email Address: Company Website (if available): 2. The North American Industry Classification System Code (NAICS) is 5415190 (Other Computer Related Services), and the Small Business Size Standard is $34 million. 3. Based on market response, the following clauses may be included in a resulting solicitation, should one be issued: VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside VAAR 852.219-11, VA Notice of Total Veteran-Owned Small Business Set-Aside FAR 52.219-6, Notice of Total Small Business Set-Aside Accordingly, prospective contractors will be required at time of solicitation response to certify to the applicable limitation on subcontracting requirements in 13 CFR 125.6, with reference to the appropriate set-aside. Please include in the response to this sources sought notice your ability or inability to certify to the clause applicable to your organization. 4. Provide a summary of your firm s ability to provide the services described in this announcement. In addition to a Capability Statement, submissions can include specifications, brochures, and manuals as attachments. Responses must specifically address capability to meet all requirements as specified in the SOW. Submit responses via email only to Contract Specialist Stephanie McFadden at stephanie.mcfadden@va.gov, no later than 1:00 PM EST, Tuesday, August 22, 2023, with Sources Sought number 36C24423Q1130 in the subject line. Telephone responses shall not be accepted. The Government will not provide feedback in response to vendor questions about the requirement at this time. If you identify ambiguities or have concerns about anything in the description of the requirement, however, please include them with your response. Confirming receipt of the response is the responsibility of the contractor. Contact the Contract Specialist if the Government does not confirm receipt of the sources sought response within 2 business days. Prospective Contractors are reminded that in accordance with FAR 4.11 they shall be registered in the System for Award Management (SAM) database and shall complete electronic annual representations and certifications in SAM prior to award of a contract. SAM is located at https://sam.gov/SAM/ and consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. There is NO cost to use SAM. No solicitation document is available at this time; this notice is to acquire information only.