J063--Preventive Maintenance Service of Patient Safety, Security, and Critical Communication Systems (PACS)
The Hershel Woody Williams VA Medical Center is conducting this Sources Sought to identify contractors who possess capabilities to provide the services described in the Statement of Work below. As per... The Hershel Woody Williams VA Medical Center is conducting this Sources Sought to identify contractors who possess capabilities to provide the services described in the Statement of Work below. As permitted by the FAR Part 10, this is a market research tool being utilized for the informational and planning purposes. Your responses will assist the Government in the development of its acquisition strategy. Response is strictly voluntary it is not mandatory to submit a response to this notice to participate in formal RFQ process that may take place in the future. However, it should be noted that information gathered through this notice may significantly influence our acquisition strategy. All interested parties will be required to respond separately to any solicitation posted as a result of this sources sought notice. Respondents will not be notified of the results of the evaluation. We appreciate your interest and thank you in advance for responding to the sources sought. This service will be implemented using the North American Industry Classification System (NAICS) Code 561621. If a small business is interested in this procurement, they must provide at least 51 percent of the services rendered. NOTES All Capability Statements/Responses to this Sources Sought Notice shall be submitted via email only to tracy.dotson@va.gov. Telephone, Fax, or any other form of communication inquiries will not be reviewed or accepted. Responses to this Sources Sought Notice must be received no later than November 5, 2024 at 3:00 p.m. (Eastern Standard Time). This Sources Sought Notice may or may not assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued, it may or may not be announced at a later date, and all interested parties shall respond to that solicitation announcement separately from the responses to this Sources Sought Notice. DISCLAIMER This RFI is issued for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked a proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR) 15.201(e), RFIs may be used when the Government does not presently intend to award a contract, but wants to obtain price, delivery, other market information, or capabilities for planning purposes. Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred associated with responding to this RFI. INTERESTED & CAPABLE RESPONSES NCO 5 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources, rights, and capabilities necessary to provide these services. Please respond with your: Business name (including Unique Entity ID (SAM.gov), business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), person of contact (including telephone number & email address). Capability statement GSA Contract number, if applicable, to include NAICS Brief summary of categories of professional services that your company can provide. Applicable Certification(s)/Licenses STATEMENT OF WORK STATEMENT OF WORK PART A GENERAL INFORMATION A.1 INTRODUCTION: This requirement is a technical service agreement of the facility s Patient Safety, Security, and Critical Communication systems that includes the as a minimum; Vendor provided factory sponsored software and technical support Vendor provided inspection, testing and reporting services Vendor provided technical services Vendor provided operational training services A.2 BACKGROUND: To follow Joint Commission and VA directives, a service agreement is required to maintain the patient monitoring systems throughout the facility. A.3 SCOPE OF WORK: Service agreement supports the following systems as a minimum: Physical Access Control (PACS) security System- Lenel brand, FIPS PIV-compliant Closed Circuit Television (CCTV) Patient and Staff Security System - Avigilon brand Nurse Call and Code Blue System Patient Safety System with Enterprise Software - Rauland brand Employee Duress Safety System - Lynx brand Fire Detection and Alarm system with FireWorks GUI Edwards brand Intrusion detection system - Bosch brand Emergency voice paging system UL Listed Central Station monitoring services that notifies responding authorities in the event of alarm. - Emergency 24 brand services Vendor provided Factory Sponsored Service, Software and Technical Support services. Vendor provided factory software and technical support services. The vendor shall perform the following for covered systems listed above while the service agreement is in place; Vendor shall provide all software updates and upgrades to ensure that the subject system is operating properly at the newest, most up-to-date version of software. Vendor shall provide factory sponsored software services required to support Rauland Enterprise nurse call interface software. All costs associated with these services, both onsite and offsite, shall be included within this service agreement. Vendor shall work with Owner to furnish, install, maintain, and utilize a maintenance/inspection PC to perform system tests on the VAMNC LAN and located so VA operations are not interrupted during inspection services. Vendor provided Inspection, Testing and Reporting Services. Vendor provided test, inspection and reporting services. The vendor shall perform the following for the above while the service agreement is in place; All testing, maintenance and upkeep of equipment will be done at the manufacturer s recommended testing procedures and guidelines. Technicians will supply all materials required to perform the necessary testing and service, including but not limited to: Hand tools, step ladders, lifts, personal protective equipment (PPE) as required by the facility, specific device testing tools and meters as needed. Vendor shall perform system testing, inspections and reporting to ensure the subject system is operating properly. If deficiencies are identified, the Vendor shall notify COR within 48 hours to gain approval to make corrections. During the course of inspection and maintenance, the Vendor will identify issues or require repairs that are not covered. In these instances, the Vendor shall be required to provide a detailed quotation, including all labor and materials costs, to accomplish this work at their expense. Inspections will be performed for the following systems; Intrusion Detection Patient and Staff Security Systems (IDS): Annually during the service agreement time period. Intrusion Detections Systems (IDS) shall have 100% of the equipment and central station services performed annually. 100% of the equipment will be inspected during each inspection. IDS shall have 100% of the equipment performed four times during 12 month period. Time to perform inspections shall be approved in advance by VA. Nurse Call and Code Blue Patient Life Safety System: Quarterly during the service agreement time period. Nurse Call and Code Blue Systems shall have 100% of the equipment testing performed quarterly. 100% of the equipment will be inspected during each inspection. Nurse Call and Code Blue Systems shall have 100% of the equipment testing performed four times during 12 month period. Time to perform inspections shall be approved in advance by VA. Quarterly during the service agreement time period. 100% of the servers supporting Nurse Call Enterprise system will be tested quarterly. Server, server OS software, VAMC LAN connection, switch software and equipment remain the responsibility of Owner. 100% of the Nurse Call Enterprise system operating software shall be tested and upgraded as needed and as available quarterly. Time to perform inspections shall be approved in advance by VA. Fire Alarm Patient and Staff Life Safety System Equipment Inspection: All Control & Monitoring Equipment to be inspected four times during 12 month period as follows: Quantity four, 100% Inspections and reporting performed quarterly for; All Fire alarm control panel operation and batteries Fire Alarm Software interface FireWorks GUI, PC and peripherals Fire Alarm monitoring services tested quarterly. This quarterly inspection will result in 100% of fire control panels, FireWorks GUI and monitoring services tested four times within a 12 month period. Time to perform inspections shall be approved in advance by VA. All Fire Alarm Devices to be inspected once during 12 month period as follows: Fire Alarm Systems shall have 100% of the field equipment tested once annually. All addressable initiating devices (pulls, smokes, ducts, heats, monitoring modules, etc.) All addressable control devices (relays, elevator control relays, HVAC relays, etc.) All notification devices (horns, horn strobes, speakers, speaker strobes, etc) All peripheral devices (door holders, elevator recall equipment, fiber modules, etc) All other devices connected to any fire alarm circuit This inspection will result in 100% of the field equipment tested once within a 12 month period. Time to perform inspections shall be approved in advance by VA. Employee Duress Life Safety/Security System: Quarterly during the service agreement time period. 100% of the servers supporting Employee Duress system will be tested quarterly. Server, server OS software, VAMC LAN connection, switch software and equipment remain the responsibility of Owner. 100% of the Employee Duress system operating software shall be tested and upgraded as needed and as available quarterly. Time to perform inspections shall be approved in advance by VA. Staff and Patient CCTV Security System: Quarterly during the service agreement time period. 100% of the servers supporting CCTV Video Management System (VMS) will be tested quarterly. Server, server OS software, VAMC LAN connection, switch software and equipment remain the responsibility of Owner. 100% of the VMS system operating software shall be tested and upgraded as needed and as available quarterly. Time to perform inspections shall be approved in advance by VA. Semi-Annually during the service agreement time period. CCTV Video camera lenses shall be cleaned as needed twice a year (spring and fall timeframes). Time to perform inspections shall be approved in advance by VA. Physical Access Control Security (PACS) Staff and Patient Security System: Quarterly during the service agreement time period. 100% of the servers supporting Physical Access Control System (PACS) security will be tested quarterly. Server, server OS software, VAMC LAN connection, switch software, SQL software and equipment remain the responsibility of Owner. 100% of the PACS system operating software shall be tested and upgraded as needed and as available quarterly. Time to perform inspections shall be approved in advance by VA. Vendor will provide the following for each covered system; Service Technician access to factory provided software support and software upgrades. Furnish 24/7 as available to address system concerns or faults. Technical Services to perform onsite inspection, testing and documenting status of control equipment and system software during scheduled inspections Technical Services to perform onsite programming changes requested by Owner or Factory as needed during scheduled software inspections Technical Services to perform onsite software and/or firmware upgrades as approved during scheduled inspections Technical Services to perform Owner requested programming changes as approved during scheduled inspections Inspection services shall be performed on equipment that may be added during current service agreement time period. During inspections for all equipment: Vendor will provide onsite technical services to perform inspection, testing and reporting for systems installed in Huntington VA main campus facilities (including buildings 19 and 20, located on adjacent property) and its associated remote facilities connected to these systems during the service agreement period. Vendor will provide the following for all components of each covered system; Furnish and install a unique bar code label on each device and control station Utilize barcode scanners and web based reporting to document and report results of each inspection of each item of each covered system Provide detailed reports to Owner in PDF format that include time stamp of inspection, results of inspection and any corrective measures needed Document equipment location and bill of material While inspections are being performed maintenance and upkeep of equipment and testing procedures will be performed per manufacture s recommendations and guidelines. Vendor shall submit all appropriate forms to VA to secure appropriate access to the site as instructed by VA for Personnel Access (VA PIV badge) at their own expense. A typical onsite system test includes a complete and thorough equipment and performance test of all the installed system equipment. After technicians arrive on site for an inspection per schedule approved in advance, inspector will meet with assigned VA Staff, a call will be made to appropriate VA staff that system will be in testing mode. Technicians will test, inspect and catalog all devices and their corresponding locations in the building. Equipment will be cleaned utilizing methods recommended by the manufacturer. If equipment component fails inspection technician will recalibrate if possible, reinstall and test again. Strategic voltage/current measurements will be taken and compared to manufacturers specifications and corrections performed if possible. Technicians will continue this procedure for each system included in this agreement for each facility building until all system equipment has been tested, serviced and compiled in documentation to VA. Technicians will supply all materials required to perform the necessary testing and service, including but not limited to: Hand tools, step ladders, lifts, personal protective equipment (PPE) as required by the facility as well as specific testing tools and meters. VA personnel will provide assistance to gain access and test/inspect devices located within in-accessible areas. All equipment will receive a unique bar code label and once tested the device will be scanned into a hand held, wireless, barcode type scanner. Once scanned the devices will be downloaded to a specific word processing program and entered with all pertinent equipment information. The report will show all devices and their current status as well as location, model number and bar code designation. No later than 10 days after each inspection a written report will be tendered to VA Staff with a full evaluation, recommendations and any cost estimates that are over and above the regular routine maintenance and upkeep covered under the systems agreement. Upon receipt of inspection report by VA Staff, a meeting will be held to discuss in detail all aspects of the report and to determine what actions, if any, need to be addressed with respect to the upkeep, maintenance and safety of the site. Inspections include testing of all recently installed devices. After each inspection, the Vendor will prepare a detailed report and submit to assigned VA Staff. The report will include but not be limited to: Date(s) and time(s) service was performed, Any problem(s) encountered, Corrective Measures taken to solve the problem(s), Preventive measures that VA can take to alleviate problems from reoccurring. Vendor shall maintain dedicated inspection team of competent individuals that perform these types of duties on similar life safety systems for other facilities on a regular basis. The intent is these inspection services is to maximize performance of patient safety systems, keep system features/abilities/interfacing factory fresh by maintaining current firmware versions, maximize VA s responses to patient safety issues, maximize value of VA s investment in these life safety systems, uncover failed or failing equipment before an incident is experienced by VA staff, minimize billable service calls and unplanned down time, allow technician to maintain familiarity of the systems to respond and resolve service issues quicker and at less expense to VA, keep the system current and keep VA staff trained in the proper operations of the various systems. Vendor Provided Technical Services. Vendor provided technical services. The vendor shall perform the following for the above while the service agreement is in place; Vendor shall provide up to a maximum of (56) hours monthly of technical support on systems listed above. Unused hours will not carry over to the following month(s). If work is needed over the allotted 56 hours of monthly technical support in a month, the vendor will supply a quote for the work and that work/time will be addressed under a separate purchase order. Vendor will provide a 24 hour, seven days per week emergency telephone number for access to Technical Support. Standard business hours services usage rates are as follows; Hours used during normal business hours (8:00AM -5:00PM) shall be counted as 1 hour spent remote, onsite and portal-to-portal travel time shall be to equal 1 hour of available 56 monthly hours included in Service Agreement. Hours used during after normal hours (before 8:00AM or after 5:00PM) shall be counted as each hour spent remote, onsite and portal-to-portal travel time shall be to equal 2 hours of available 56 monthly hours included in Service Agreement. Also, each service after hour service request includes a three hour minimum for onsite and portal-to-portal travel time. (This will result in a six hour minimum used of the available 56 monthly hours included in this Service Agreement.) Hours used during Holiday hours shall be counted as each hour spent remote, onsite and portal-to-portal travel time shall be to equal 3 hours of available 56 monthly hours included in Service Agreement. Also, each service after hour service request includes a three hour minimum for onsite and portal-to-portal travel time. (This will result in a nine hour minimum used of the available 56 monthly hours included in this Service Agreement.) Vendor will provide documentation of all repairs, testing, and maintenance performed on any of the above mentioned systems to the COR. Vendor will maintain a current inventory for systems covered within this agreement during service agreement period that will include the following as a minimum; List of software versions. List of equipment model numbers and bill of material. List of equipment serial numbers (whenever available). Confidential list of equipment IP addresses and MAC addresses (service contractor will keep this confidential and handle this information as directed by Owner). Maintain reports listing date of inspection/testing of each component. Maintain this information as equipment may be moved, replaced, added or removed (based on work performed by Vendor and information provided by VA). Vendor provided Operational Training Services. Vendor shall provide a minimum of one two-hour training for each covered system. Training shall be performed once during the 12 month time period. Time to perform training shall be approved in advance by VA. Service Agreement facility locations. As a function of the Service Agreement, work will primarily take place at the Hershel Woody Williams VA Medical Center. Outlying clinics are also supported by this contract as such: MAIN CAMPUS CHARLESTON PRESTONSBURG GALIPOLIS LENORE HOMELESS CTR. PACS X X  X1    CCTV X X X X X X NURSE CALL X      DURESS X X  X1    FIRE ALARM X      SECURITY X  X  X X  X  X Footnote 1: The Medical Center is currently pursuing a new location and new facility for the Prestonsburg clinic. The location will remain in Prestonsburg, but the address will change. Upon completion of the build, the Prestonsburg clinic will require PACS and Duress coverage. The clinic build and move are scheduled for completion in 2025. Therefore, coverage for those services at that location could begin in the Base Year or even Option Year 1 pending any delays with design/build-out. STATEMENT OF WORK PART C SUPPORTING INFORMATION C.1 Place of Performance Work will primarily take place at the Hershel Woody Williams VA Medical Center, located at 1540 Spring Valley Drive, Huntington, WV 25702. Portions of the contract may be performed at these locations that are operated by the Huntington VA: Prestonsburg, KY VA Clinic Facility: See Footnote above 5230 KY RT 321 Prestonsburg, KY 41653 Phone: 606-886-1970 Lenore, WV VA Clinic Facility: 2867 Route 65 Lenore, WV 25676 Phone: 304-475-3000 Charleston, WV Clinic Facility: 700 Technology Drive South Charleston, WV 25309 Phone: 304-746-5300 Gallipolis OH Clinic Facility: 323A Upper River Road Gallipolis, OH 45631 Phone: 740-446-3934 Huntington, WV Homeless Veterans Resource Center 624 9th Street Huntington, WV 25701 Phone: 304-529-9142 C.1.1 Utilization of Local Service Provider: Vendor shall include all costs association with including local service provider as needed to support Fire Alarm System; Electronic Specialty Company authorized employees shall provide technical services to make any system configuration changes as needed to the Edwards Fire Alarm system, the Edwards FireWorks software and shall maintain current system software, factory technical support and databases. Employee Duress System; Electronic Specialty Company authorized employees shall provide technical services to make any system configuration changes as needed to the Lynx software and shall maintain current system software, factory technical support and databases. Physical Access Control System; Electronic Specialty Company authorized employees shall provide technical services to make any system configuration changes as needed to the PACS software and shall maintain current system software, factory technical support and databases. Electronic Specialty is the registered VAR (Valued Added Reseller) of record for the PACS system. Nurse Call, Code Blue and Enterprise Software; Electronic Specialty Company authorized employees shall provide technical services to make any system configuration changes as needed to the Rauland system operation, Rauland Enterprise software and shall maintain current system software, factory technical support and databases. Central Station Monitoring; Electronic Specialty Company authorized employees shall provide technical services to make any system configuration changes as needed to Monitoring services operation and shall maintain current system configuration, factory technical support and databases. C.2 Period of Performance The Contractor shall perform all services immediately upon contract award. The Contractor shall perform all work during normal business hours, (unless other times are stipulated by the Contracting Officer s Representative (COR). POP: Base: 3/25/2025-3/24/2026 Option Year 1: 3/25/2026-3/24/2027 Option Year 2: 3/25/2027-3/24/2028 Option Year 3: 3/25/2028-3/24/2029 Option Year 4: 3/25/2029-3/24/2030 The following holidays are observed by the Federal Government (as well as any other day that is declared a national Holiday per an Executive Order issued by the President): New Year's Day Martin Luther King's Birthday (3rd Monday in January) Presidents Day (3rd Monday in February) Memorial Day (last Monday in May) Independence Day (July 4th) Labor Day (1st Monday in September) Juneteenth (June 19) Columbus Day (2nd Monday in October) Veterans Day (November 11th) Thanksgiving Day Christmas Day Note: If the holiday falls on a Saturday, it is officially observed on the Friday before the holiday. If the holiday falls on a Sunday, it is officially observed on the Monday following the holiday. Presidentially declared holidays as done through Executive Order, if not occurring annually, will not be considered holidays for this contract. (Ex: This occurred on December 5, 2018, for President George H.W. Bush s funeral as a National Day of Mourning.) C.3 Special Considerations C.3.1 Contractor Furnished Materials All labor, materials, equipment and supervision to perform all aspects of the contract. When furnish , provide , install , or similar term is used it shall mean a complete installation, ready for use. The work will include all items as described in the Scope of Work listed above. C.3.2 Government Furnished Materials and Services. Government furnished property, if any, will be identified and will only be used for the performance of this contract unless otherwise authorized by the Contracting Officer. The Contractor shall, at all times, take any and all steps necessary for maintenance and preservation of all Government-furnished property. The Contractor shall comply with all reasonable requests of the Contracting Officer to enclose, or specifically protect, Government-furnished property. C.3.3 Qualifications of Key Personnel The Vendor must be a manufacturer certified representative to service all of the equipment identified. Staff performing work must have an appropriate level of knowledge, training, and experience to develop the report outlined in the Statement of Work above. Vendor shall maintain this certification during the contract period. No substitutions shall be allowed. C.3.4 Supervision/Communications. At all times during the performance, the Contractor s Superintendent (if applicable) shall be available by cellular phone. Prior to beginning any work, the Contractor shall supply the COR with the telephone number for the Superintendent. The Contractor s Competent Person that meets OSHA training guidelines, is capable of making decisions and acting on behalf of the Contractor shall be physically located on site at all times during performance of the contract. If the Contractor s Competent Person is absent from the job site for an extended period of time, the COR may send all Contractor/sub-contractor employees off the job. C.3.5 Security Requirements: Contractor shall identify which employees will be working under the awarded contract. Contractor personnel shall include employees, sub-contractors, subcontractor employees, suppliers and delivery personnel entering the Medical Center. This does not apply to suppliers and delivery personnel making deliveries to the VA warehouse dock only. Hours of operations are 8am-4pm EST. Those employees shall bring photo ID to obtain a VA Contractor identification badge that shall be worn above the belt at all times while on Medical Center property. Contractor s employees shall return all I.D. badges to designated personnel at time designated in the task order. C.3.6 The Contracting Officer s Representative (COR) is responsible for the inspection of the work called for in this job. The Contracting Officer s Representative will be identified in the task order by name, telephone number and location. Inspections made by the COR are for the sole benefit of the Government and do not relieve the Contractor of any quality control responsibilities. C.3.7 The Safety Manager is responsible for safety inspections of all contract operations. Shut-offs for any system for maintenance or repairs must be coordinated through Engineering service prior to the work being done. C.3.8 Drawings General. Contract drawings (if applicable) will indicate the extent and location of work. If any departure from the contract drawings are deemed necessary by the Contractor, the details of such departure and the reasons therefore shall be submitted to the Contracting Officer for approval as soon as practical. No such departure shall be made without proper written permission of the Contracting Officer. The Contractor is responsible for all information and requirements in drawings and specifications that pertain to the task order. C.3.9 Verification of Dimensions The Contractor shall visit the job site to thoroughly familiarize himself with all the details of the work and working conditions. The Contractor shall also verify all dimensions in the field and shall advise the Contracting Officer of any discrepancy before performing any work. The Contractor shall be specifically responsible for the coordination and proper relation of his work to the building, structure, phasing and ensure the safety of employees and workmen. C.3.10 Smoking Policy. The medical center is a smoke free campus. The Contractor shall not allow smoking on the property. C.3.11 Parking/Traffic Regulations. The Contractor shall not park on grassy areas unless approved by the COR and the Contractor agrees to restore areas back to VA standards. Drivers should be particularly concerned with pedestrian traffic. Yield to pedestrians in crosswalks. Posted speed limits and all other traffic controls are to be observed by operators at all times. Seat belt use is mandatory on the VA grounds.
Data sourced from SAM.gov.
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