Inactive Total Small Business Set-Aside (FAR 19.5)

2 COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS General Information: Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C24720Q0450 Posted Date: April 10, 2020 Original Respons... 2 COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS General Information: Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C24720Q0450 Posted Date: April 10, 2020 Original Response Date: April 15, 2020 Current Response Date: 12:00AM EST Product or Service Code: PRODUCT Set Aside: Small Business NAICS Code: 541430 Contracting Office Address: WJB Dorn VA Medical Center 6439 Garners Ferry Road Columbia, SC 29209 Description: This is a 100% SB Set-Aside combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; Quotations are being requested, and a written solicitation document will not be issued. This solicitation is a request for quotations (RFQ). The associated North American Industrial Classification System (NAICS) code for this procurement is 541430, with a small business size standard of 1000 employees. The WJB Dorn VA Medical Center, located at 6439 Garners Ferry Road, Columbia, SC 29209 is seeking to purchase a Patient Care Wayfinding Campus Mapping System. Requirement is Brand Name or Equal, see FAR 52.211-6. Prior to submitting a quote: Small Business Vendors shall be Verified in and All Vendors shall be Registered as Active in https://www.sam.gov/SAM/ Point of Contact: POC for this acquisition is Cedric Belmont, 803-776-4000, Ext: 1836; cedric.belmont@va.gov All interested companies shall provide quotation(s) for the following: Statement of Work Design & Create Wayfinding Visitors Guides & Interactive Web Map 1. REQUIREMENT: The goal of this project is to enhance the wayfinding ability of Veterans and visitors. An objective of the project is to provide Veterans and visitors with easy-to-read guide with accurate map rendering of the campus. Also prior to visiting the campus, patients would be able to obtain information from the Dorn VA Medical Center Veterans Affairs internet website about driving, parking, and locations/destinations around campus. The Veterans and visitors must see the same floor design that they see on the interactive map on the web as they will see in hard copy format when they arrive to our campus. This provides consistency in the entire wayfinding experience. This will ensure a more positive patient experience. 2. BACKGROUND: The Dorn VA Medical Center is a 216-bed facility, encompassing acute medical, surgical, psychiatric, and long-term care. The hospital is in Columbia, South Carolina and provides primary, secondary, and some tertiary care. Annually, the Medical Center serves approximately 56,116 patients. Satellite outpatient clinics are in Anderson, Greenville, Florence, Orangeburg, Rockhill, Sumter, and Spartanburg, South Carolina. 3. PERIOD OF PERFORMANCE: Work shall be performed 90 days after NTP and during normal working hours, 8:00AM 4:30PM Monday through Friday except federal holidays. 4. PLACE OF PERFORMANCE: Aerial photographs and vendor on-site visits will occur at: Columbia VA Health Care System (Columbia VAHCS) 6439 Garners Ferry Road Columbia, SC 29209 All other work will be conducted at vendor s place of work. 5. PERFORMANCE REQUIREMENTS: The contractor shall: Conduct site visit to access best wayfinding approach Participate in four conference calls or as needed Create aerial photographs for map rendering Create layout, design and development of visitors guide in the following formats: a. 12 Page Campus Map Booklet 7 x 9-1/2 Self-Cover Booklet b. Print 5,000 Campus Map Brochures Create interactive map on the desktop/mobile. Specifications provided. Work shall be performed during normal business hours. All OSHA and VA, NEC guidelines procedures to be followed including infection control procedures if needed. The Contractor shall have on-site supervision during the performance of all work. Selection Criteria: Vendor will be selected by the best wayfinding experience for Dorn VA Medical Center. This vendor will have extensive experience in producing Visitor Guides for VA Medical Centers. We will look to them for advice, recommendations, what has worked best in other locations and best easy-to-read campus map designs. 6. DELIVERABLES OR DELIVERY SCHEDULE Monthly Conference Calls Vendor shall participate in four, one-hour conference calls, with date and times mutually agreed upon, to discuss changes/edits/updates to the designs. Site Visit Vendor to meet with appropriate medical center staff during a medical center visit and review mapping conditions. Dorn VA Medical Center will deliver required floor plans to vendor 2 weeks prior to site visit. Aerial Photographs Aerial photographs will be taken by vendor s photographer. Specific date to be mutually agreed upon on a clear day to enable good photography, while flying the perimeter of the hospital campus at multiple altitudes. A CD containing all the high-resolution images become the property of Dorn VA Medical Center delivered to contracting officer s technical representative (COTR). 12-Page Booklet to include: Attractive cover design (typically, the cover design incorporates a medical center photo or a grouping of photos depicting various hospital scenes and activities) Exterior 3-D rendering of hospital campus, including parking areas with lines, hospital entrances clearly marked, building labels where necessary, etc. As needed interior floor plans depicting primary destinations (with location text labels) and wayfinding features (corridors, elevators, stairwells, vending, restrooms, telephones, etc.) Alphabetical listing of primary and secondary location/services Ancillary hospital/visitor information (visiting hours, smoking/cell phone policy, parking information, cafeteria/gift shop hours, etc.) Dorn VA Medical Center vicinity map depicting interstate highways, major and secondary thoroughfares, prominent landmarks, hospital clinics (CBOC s), etc. 110 - Egress Wall Maps to include: Each egress map is designed with 2 exit routes. Each map will be designed with the correct orientation on the wall. Print includes 11 x 17 full color print on white 110# blazer digital satin cover Frames are red or color of choice Emergency Egress Floor Plans for each building, each floor, and each wing. Show Veterans, visitors, and staff the best egress route based on their current location. Coordinate with COR for existing and additional map locations. Proofs Vendor creates layout, design and development of a full color visitor map in the following formats as 1st proofs which will be delivered to Dorn VA Medical Center for review: 3 - Hard Copy 12-page Campus Map Booklet 7 x 9-1/2 Self-Cover Booklet. All future proofs will be sent digitally through email. Prints 5,000 12-Page Campus Map Brochure All printed material will be delivered 30 days after the Final Proof Notice has been signed. Template File Template formatted as a high-resolution PDF becomes the property of Dorn VA Medical Center, must be delivered to Dorn VA Medical Center within 30 days of final proof acceptance by Dorn VA Medical Center team. Vendor retains copy of Illustrator file. Emergency Egress Maps Provide a quantity of 110 updated and framed, high quality emergency egress maps of all buildings and each floor within each building. Interactive Map on the Web Features of the Desktop Interactive Site will include: Interactive 3-D Rendering and Floor Plans. Point A to Point B Navigation for mobile devices. Standard HTML5 (Compatible on HTML5 browsers) Show Veterans and visitors the best entrance and parking areas based on their destination (desktop). Provide route markers through our hospital, showing patients how to get to their requested destination. Incorporate specialty service information, static pictures, videos and hyperlinks (desktop). Use roll-overs to display instant information for a building (desktop). Help patients become more comfortable with the logistics of your facility, increasing the Patient Experience. Provide custom turn by turn directions using specific landmarks if needed. Measurements are not to be used because most people cannot keep up with distance. Each floor design on the interactive map will be identical to the hard copy maps that are provided to Dorn VA Medical Center. Blueprints are not acceptable on the interactive map but the same floor designs which are visually pleasing and easy to understand. Floor maps and directions can be printed (B&W or color) so the Veteran and visitor can bring the map with them to see exactly how to get to the department. Veteran and visitors will be able to send the directions to their mobile phone as they view the interactive map on the desktop version. The phone number will not be distributed or collected for any other purpose. Yearly Software Maintenance Agreement will be offered as an option to Dorn VA Medical Center and to include the following: § Software updates as part of the maintenance agreement § Software to remain on the vendors server in order to perform edits very quickly § All edits made to the interactive map on the web will also be made to the hard copy maps at the same time. This will ensure that reprints will have the latest changes to the campus maps. § As signage changes, the interactive maps and the hard copy maps will also be changed as needed. § 40 hours of edits per year to be included in yearly software maintenance agreement. § The maintenance agreement will be made available for at least 5 years. 7. PAST PERFORMANCE (relevant work within the last three years on project of a similar size and scope): Provide a list of six (6) hyperlinks accessible to the public, leading to six (6) individual, fully functional, interactive maps your company has developed for facilities of like size and area as our VA Hospital within the past three (3) years. Include the name, address, contact person who is responsible for the administration of the contract and telephone number for each reference. Capabilities Statement Contractor shall provide a written statement on their capabilities to meet the requirements of the Statement of Work. Contractor shall indicate and provide proof they can provide the following requirements: Contractor shall provide proof or link that demonstrates ability to include pictures, videos and corresponding texts embedded in the interactive map. Contractor shall provide proof or link that demonstrates ability to visually indicate route for single and multiple primary destination. Contractor shall indicate if they are able to provide 7 x 9-1/2 Campus Booklet as 12-page hard copy booklet. Contractor is to provide examples of 12-page booklets produced for other VA Medical Centers. Web application is compatible with mobile devices (Android and iOS operating systems). Offerors who fail to complete or submit required documentation may not be considered for award. 8. INVOICES: a. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor and submitted through Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/. A properly prepared invoice shall contain: ü Invoice Number and Date ü Contractor s Name and Address ü Accurate Purchase Order Number ü Supply or Service provided ü Period Supply or Service Provided ü Total Amount Due b. Please begin submitting your electronic invoices through the Tungsten Network for payment processing, free of charge. c. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows: Tungsten e-Invoice Setup Information: 1-877-489-6135 Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com FSC e-Invoice Contact Information: 1-877-353-9791 FSC e-invoice email: vafsccshd@va.gov d. Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP 9. TERMINATION FOR CONVENIENCE: In accordance with FAR 52.212-4 (l) The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. 10. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS: The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: a. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. b. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. d. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. f. The Government Agency owns the rights to all data/records produced as part of this contract. g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. h. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. i. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.