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DEPARTMENT OF VETERAN AFFAIRS Wilkes-Barre VA Medical Center STATEMENT OF NEED Hermtac Roc-it cases BACKGROUND The Wilkes-Barre VAMC (693) has a brand name only requirement for three (3) Hermtac Roc-i... DEPARTMENT OF VETERAN AFFAIRS Wilkes-Barre VA Medical Center STATEMENT OF NEED Hermtac Roc-it cases BACKGROUND The Wilkes-Barre VAMC (693) has a brand name only requirement for three (3) Hermtac Roc-it cases along with 1 year Maintenance/Service per each case. Geriatrics and Extended Care Service Line at the WILKES-BARRE VAMC located at 1111 East End Blvd, Wilkes-Barre, Pennsylvania has a new requirement to procure 3 Brand Name Only- Hermtac Roc-it cases along with the service & maintenance for each roc-it case. The Roc-it cases provide veteran patients, their caregivers, and physicians access to tele-doctors on call or if their doctors are not in the building. The Hermtac Roc-it cases help provide better care for the veteran patients at the Wilkes-Barre VA Medical Center (WBVAMC) Community Living Center (CLC) and Reduce After-Hours Emergency Department Visits and Hospitalizations. Research has shown that telemedicine can significantly reduce ED visits and extended hospitalization for veterans in CLC s. Only cellular data is used with all of these items. EQUIPMENT item/specs: 3- CUSTOMIZED ROCIT-CASES-manufactured by Hermtac, the sole OEM manufacturer of this item (Includes Internet Case, Powered Batter, SD-WAN Bonding router with Dual Simultaneously Active LTE modems). Must include: TAA compliant .See document in briefcase from Hermtac. Specifications: The following value-added characteristics are mandatory. Unlike other hotspot or connectivity boxes, this product is bonded multi-LTE modem and all 3 major cellular carriers simultaneously. The device portable, and battery powered. It is also hermetically sealed for infectious disease and clinical sterilization purposes. It is designed and co-created along with the VA and won the VA's highest national innovation award. A large clinical service cannot effectively run on a 10/20 Mbps backup solution with its 100+ devices. Being limited to a single carrier can be risky during instances of technologic or electric outages. Internet outages in a modern healthcare setting jeopardize the efficiencies of providing care, which can lead to issues impacting Veteran safety and timely, quality care. Roc-it cases and stethoscopes will not access the VA internet and will not collect any data they work thru cellular data. a. Casing Nanuk 909 b. Battery Lithium Ion INR18650 MH1 3200mAh c. LAN/WAN Port . MAX-TST-PRO-DUO-LTEA-USR-T-PRM d. Dual LTE SDWAN Wi-Fi 6 Bonding Router e. 4 x LTE Antennas . 4x SMA Cellular Connectors f. 2 x Wi-Fi Antennas . 2x RP-SMA Wi-Fi Antenna Connectors g. 1 x GPS Antenna . 1x SMA GPS Antenna Connector h. USB-C Panel 2x USB-C 20V, 3A each for Power Input i. 2 x RJ45 Ethernet Cables j. Status Lights k. Power Switch Annual Service/Maintenance for Roc-it cases: Annual Maintenance & Feature Support Contract for Roc-it cases must include Service provided 24/7 365 days per week remotely. Contractor has no need to access the medical center physically. a. Unlimited Data: entails cellular data where the usage isn t capped at anytime. b. All LTE Carriers: active data subscriptions on First Net with AT&T, Verizon, & T Mobile Simultaneously c. Unlimited VPN d. Hardware Warranty: hardware is warrantied from all physical defects and failure during the performance period. e. Tech Support: Tech support is available remotely and units can be sent in for replacement or repair f. Software & Security Updates: Remote software and security updates to firmware and the operating systems. g. Remote Management: Remote management of equipment settings, features, and troubleshooting. The ROC-IT case was developed during the 2020 VHA Innovation Ecosystem / Challenge America Maker Challenge contains a cellular connectivity solution so that a VA nurse can conduct telemedicine using VA Video Connect (VVC) telemedicine software while in a Veteran s home and connecting to a distal site VA medical provider using VVC. Having access to ROCIT cases will allow for the provision of care in virtually any home and community setting where a Veteran resides without the need for preexisting Wi-Fi, the connection is thru cellular connectivity. As of April 24th, 2023, HermTac is the sole OEM manufacturer of the Roc-it Cases. These cases are frequently used for multicellular connections. No other company is currently certified to maintain or configure this unique product. Contractor Responsibilities (training, installation, technology, support, service, monitoring) Provide timely technical support for troubleshooting and responding to technical failures of the ROC-IT cases, installation of new parts and equipment updates, and perform ad hoc testing to determine when updates are required. This includes replacement of parts, repairs, technology upgrades, and ongoing cellular carrier services to ensure devices connect effectively in all clinical areas. The WBVA Geriatrics and Extended Care Service will manage the service and repair contract for this equipment. Service support includes: Cellular data that is not usage capped or throttled. Active data subscriptions on FirstNet with AT&T, Verizon & T-Mobile simultaneously. All data backhaul is transported through FedRAMP High Microsoft Azure Gov Cloud instances with fallback to FedRAMP Moderate Amazon AWS. Hardware is warrantied from all physical defects and failures during performance period. Tech Support is available remotely and units can be sent in for replacement or repair. Remote software and security updates to firmware and operating system. Remote management of equipment settings, features, and troubleshooting. Training on proper use of device as needed. DELIVERY Contractor shall complete delivery of items within 30 days of contract award. Contractor shall provide all items required and any maintenance and service of items. Hours of delivery are Monday-Friday 8am -4pm excluding any federal holidays. Wilkes-Barre VAMC Warehouse Building 1, 1111 East End Boulevard Wilkes-Barre, PA 18711 Specific delivery date and time shall be coordinated with Kaitlyn Varneke, Warehouse Supervisor at (570-824-3521 X 27179) or via email at Kaitlyn.Varneke@va.gov: GOVERNMENT FURNISHED INFORMATION OR MATERIAL: This acquisition does not include Government-furnished property (GFP), identify in the Statement of Work all available information on GFP to be provided, including the make, model, bar code number and serial number, if available, of all accountable assets with an acquisition cost of $500 or more. This acquisition does not include Contractor-acquired property (CAP). REPORTS/DELIVERABLES: Delivery confirmation of equipment and commodities will be made through the Logistics Department of the VAMC Wilkes-Barre (693). This will include documentation of receipt and assignment of a facility based EE number for identification and tracking purposes. Delivery confirmation of non-equipment/ commodities acquisitions is the responsibility of the receiving Facility and/ or Service. PERIOD OF SERVICE: Delivery must be made no later than 30 days After Receipt of Order. VHA Supplemental Contract Requirements for Combatting COVID-19 1. Contractor employees who work in or travel to VHA locations must comply with the following: Documentation requirements: 1) If fully vaccinated, contractors shall show proof of vaccination. i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS- 319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination. 2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor s order or an FDA approved over-the-counter test that includes an affiliated telehealth service. 3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel. 4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. 5) Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates. a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. 3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities. 4. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced. Influenza Vaccination 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. This requirement is extended to all Contractor personnel with potential to come into minimal contact (passing in the corridor) with any patients, visitors, or staff members at VA. Those individuals 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 is 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 in the form of a memorandum to the Contracting Officer s Representative (COR) that all contract staff performing services at VA facilities is in compliance with VHA Directive 1192. Tuberculosis Prevention Standard Personnel Testing (PPD, etc.): Contractor shall provide proof of the following tests for personnel within five (5) calendar days after contract award and prior to the first duty shift to the COR 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 contract personnel. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive PPD results. The PPD test shall be repeated annually. HIPAA Training Certificates If Contractor will be working onsite for installation and activation of equipment, all HIPAA training completion documentation must be provided to the COR listed in the awarded contract. Smoking All VA Pittsburgh property is smoke-free. Contractor personnel will comply with VA Pittsburgh smoking policies. Violations will result in a warning and possible citation.