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Page 10 of 10 Request for Quote (RFQ) #: 36C25921Q0625 Tulsa Healthcare Center Vetlink Software and Kiosks This is a combined synopsis/solicitation for commercial items prepared in accordance with the... Page 10 of 10 Request for Quote (RFQ) #: 36C25921Q0625 Tulsa Healthcare Center Vetlink Software and Kiosks This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The Government reserves the right to make no award from this solicitation. * The deadline for all questions is 12:00pm MST, 07/23/2021 All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation. *Quotes are to be provided to Jonathan.Saiz@va.gov no later than 12:00pm MST, 07/26/2021. Quotes shall not be hand carried. Faxed quotes shall not be accepted. Emailed quotes are the only method of submitted quotes (4MB email limit). The Government reserves the right to make award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated, failure shall not be considered for award. This is a Request for Quote (RFQ) and the solicitation number is 36C25921Q0625. The government anticipates awarding a firm-fixed price contract resulting from this solicitation. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2021-05 effective March 10, 2021. The North American Industrial Classification System (NAICS) code for this procurement is 541511 with a small business size standard of $30M. This solicitation is Brand Name for Vecna s Vetlink Software and Kiosks, utilizing a Small Business Set-Aside. List of Line Items; ITEM # DESCRIPTION OF SUPPLIES/SERVICES QTY UNIT UNIT PRICE AMOUNT 0001 VetLink Hardware, Queuing Displays 12 EA ________ 0002 Task 1: 1.0: Project Planning (Hybrid - Remote & On-Site) 1.1 Project management throughout period of updates. Performance Deliverable: Project plan and schedule 1.2: Kick-off meeting Deliverable: Kick-off Presentation 1.3: VetLink Workflow Design, Configuration (On-Site) Review, analyze, plan, develop, implement VetLink configuration and clinic workflows with stakeholders, Deliverable: Final VetLink Configurations 1 EA ________ _________ 0003 Task 2: 2.0: VetLink Activation & Train-the-Trainer (Hybrid Remote & On-Site) 2.1: VetLink training customization and tailored content for Tulsa HHC 2.2: VetLink Train-the-Trainer 2.3: On-Site VetLink Activation Services 1 JB ________ 0004 Task 3: 3.0: Facility Activation Data Analysis, Close-out (Remote) 3.1: Deliverable: Documented workflows Deliverable: Pre-/Post data Analysis of activation impact on staff and patient workflows, performance. 1 JB ________ _________ 0005 Travel for On-Site Survey, Design & Configuration 2 Travelers 1 JB _________ 0006 Travel for On-Site Activation 3 Travelers 1 JB __________ __________ GRAND TOTAL _________ Description of Requirements for the items to be acquired (salient characteristics); Only quotes reflecting the items previously coordinated with Vecna Technologies in the List of Items above will be considered. Freight Shall be destination and added to the cost of quoted items. Quote shall include the expected lead time for delivery and installation. STATEMENT OF WORK (SOW) Background The Eastern Oklahoma Veterans Health Care System has a preexisting contract with VECNA, which is the VA s only kiosk provider at this time. We currently contract with VECNA to provide the software that runs the kiosks as well as provides routine support and troubleshooting of kiosks and replacement of any kiosks that are unable to be repaired. VECNA now offers additional functionality using new workflows that offer new features that became available after software upgrades to the existing servers that we currently utilize were implemented. Displays were not originally available when our facility adopted the kiosk system years ago. We are now ready to implement some of these new functionalities using the displays in conjunction with the activation of the new Tulsa Health Care Center (THCC). The server that will house these upgraded workflows and which these displays will also be connected, is an existing server that our facility has had an ongoing contract with VECNA to support for years. This is only an upgrade to services and equipment we already have a contract with VECNA to supply. Objective Build new workflows that allow for handoffs between MSA s, Nurses, and Providers from the initial the check in process through to the final checkout process. Install 2 new displays in each PACT team area to allow all staff to be able to see where each patient is in the workflow. Ensure that the wayfinding system is in place that works with the new workflows, clinics setups, user profiles, and kiosk groups within Vetlink for the new THCC. Scope Implementation of the new workflows for all services at the new THCC facility. The new workflows will address handoffs between staff and will also support the additional functionality of wayfinding, a feature that gives veterans directions to each clinic in the facility, via a printed ticket after completing the initial check-in process on a kiosk. The displays are needed so that providers can easily see when those handoffs have taken place and help them to identify the location of the patient needing to be seen next. Using the new workflows, teams will be able to send notifications to other providers that additional services are needed before a patient is checked out, example, nutritional consult by a Dietician. The process will allow the staff to come to where the patient is located versus the patient having to travel around to different locations in the clinic to see various staff. Contractor will be responsible for the installation of the displays, the installation will involve the hanging of each display and connecting it to the power and data ports and ensuring that it connects to the Vetlink network and displays the new workflows correctly, and that all buttons that staff need to be able to track patient handoffs are visible. The contractor will be responsible in ensuring that the new workflows allow for seamless handoffs between staff, and that the wayfinding function works correctly. The contactor agrees to work to correct any issues that may arise in the workflows or between workflows and the kiosks/displays. Contractor further agrees to instruct the POC and or their designee in the operation/setup of these new workflows for further implementation across our kiosk system. Tasks and Equipment Description Task 1 Project Planning (Hybrid Remote & On-Site) 1.1 Project management throughout period of performance Deliverable: Project plan and schedule updates 1.2 Kick-off meeting Deliverable: Kick-off presentation 1.3 VetLink Workflow Design, Configuration (On-Site) Review, analyze, plan, develop, implement VetLink configuration and clinic workflows with stakeholders Deliverable: Final VetLink configurations Deliverable: Tulsa HHC VetLink Hardware, Queuing Displays (Qty = 12) Task 2 VetLink Activation & Train-the-Trainer (Hybrid Remote & On-Site) 2.1 VetLink training customization and tailored content for Tulsa HHC 2.2 VetLink Train-the-Trainer 2.3 On-Site VetLink Activation Services Task 3 Facility Activation Data Analysis, Close-out (Remote) 3.1 Deliverable: Documented workflows Deliverable: Pre-/Post data analysis of activation impact on staff and patient workflows, performance. Delivery Warehouse: Ernest Childers VA Health Care Center (new THCC) 8921 S. Mingo Road Tulsa, OK 74133 The contractor will have all the products delivered and installed at Ernest Childers VA Health Care Center before the 2nd Task is completed. Contractor delivery of equipment shall take place between the hours of 0800 -1600 CST, Monday through Friday. Contractor shall not be required, nor is authorized to perform any work on the following U.S. Government Federal holidays: New Year's Day, Martin Luther King Jr's Birthday, Washington's Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES The Contractor shall furnish all supplies, equipment, facilities and services required to perform the service under this contract. The Contractor shall perform all work in accordance with this Statement of Work. SECURITY CONSIDERATIONS No additional security considerations should be involved in this Statement of Work (SOW), because this is just an upgrade to additional services that we currently have a contract with this Contractor to perform, so any security considerations should be addressed by that previous SOW. PLACE AND PEROID OF PERFORMANCE Task 1 will be performed both virtually and on site at the new THCC facility but will involve some parts of it taking place at the existing Tulsa facility on 41st street in Tulsa. Task 1 virtual work can be performed anytime between the hours of 0600 CST to 2200 CST. Task 1 on site work can be performed between the hours of 0700 CST to 1730 CST. Task 2 will be performed primarily at the 91st street new THCC location. Any Task 2 virtual work can be performed anytime between the hours of 0600 CST to 2200 CST. Task 2 on site work can be performed between the hours of 0700 CST to 1730 CST. Take 3 will be performed virtually later at a time and date agreed to by the POC and the Contractor before the end of the fiscal year FY21. It will be the POC s responsibility to ensure that the Contractors have access to all facilities when work needs to be performed at any of the on-site locations. NON-PERSONAL SERVICE STATEMENT Contractor employees performing services under this order will be controlled, directed and supervised at all times by management personnel of the contractor. Contractor employees will perform independent of and without the supervision of any Government official. Actions of contractor employees may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the U.S. Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulation (FAR). The Government will control access to the facility and perform the inspection and acceptance of the completed work. Contract Officer Representative (COR). The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. The COR is not authorized to change any of the terms and conditions of the resulting order. END OF STATEMENT OF WORK Delivery and acceptance shall be F.O.B Destination (FAR 52.247-34) at the Veterans Affairs Medical Center, located at Tulsa Health Care Center 8921 S. Mingo Tulsa, OK 74133 52.212-1, Instructions to Offerors--Commercial ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL Gray market items are Original Equipment Manufacturers (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable. Offeror shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions. The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items. Offerors providing an or equal product(s) must adhere to the terms in FAR 52.211-6. If an item in this solicitation is identified as brand name or equal, the purchase description reflects the characteristics and level of quality that will satisfy the Government s needs. The salient physical, functional, or performance characteristics that equal products must meet are specified in the solicitation. To be considered for award, offers of equal products, including equal products of the brand name manufacturer, must Meet the salient physical, functional, or performance characteristic specified in this solicitation; Clearly identify the item by- Brand name, if any and Make or model number, Include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the Contracting Officer; and Clearly describe any modification the offeror plans to make in a product to make it conform to the solicitation requirements. Mark any descriptive material to clearly show the modification. The contracting officer will evaluate equal products on the basis of information furnished by the offeror or identified in the offer and reasonably available to the contracting officer. The Contracting Officer is not responsible for locating or obtaining any information not identified in the offer. Unless the offeror clearly indicates in its offer that the product being offered is an equal product, the offeror shall provide the brand name product referenced in the solicitation Any award made as a result of this solicitation will be made on an All or Nothing Basis. State if quoted items are available and priced through offerors existing Government-wide Acquisition Contract (GWAC), GSA Multiple Award Schedule (MAS) contract, or VA-wide Acquisition Contract. If the acquisition is set-aside for SDVOSBs/VOSBs, their socioeconomic status must be VIP verified and visible in the VA Vendor Information Pages (VIP): https://www.vip.vetbiz.gov/ at the time of quote submission AND award, or will be considered non-responsive, and will NOT be considered for award. Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contactors, the offeror making such contact may be excluded from award considerations. All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror s page limitations unless otherwise indicated in the specific volume instructions below. All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote. Submission of quote shall include the following volumes: (I) Price Volume I Price The offeror shall complete the pricing schedule provided in Section (v) above: Price/Cost Schedule. (End of Addendum to 52.212-1) 52.212-2, Evaluation--Commercial Items ADDENDUM to FAR 52.212-2 EVALUATION COMMERCIAL ITEMS: This is FAR Part 13 acquisition utilizing Price and Other Factors procedures. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government considering price only. The following factors shall be used to evaluate offers: Price The Government will evaluate offers by adding all line item prices - the Total of All CLINS will be that sum. The Government may use various price analysis techniques and procedures to make a price reasonableness determination. Offers that do not meet the technical capability requirements of the Statement of Work shall not be selected regardless of price. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of Addendum to 52.212-2) Offerors are advised to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications Commercial Items, with the offer. 52.212-4, Contract Terms and Conditions--Commercial Items applies to this acquisition 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items FAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference; FAR 52.203-6 Restrictions on Subcontractor Sales to the Government (SEPT 2006), with Alternate I (OCT 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402) FAR 52.204-7 System for Award Management (OCT 2018) FAR 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2016) (Pub. L. 109-282) (31 U.S.C. 6101 note) FAR 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020) FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (OCT 2020) FAR 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015) (31 U.S.C. 6101 note) FAR 52.211-6 Brand Name or Equal (AUG 1999) FAR 52.219-6 Notice of Total Small Business Set-Aside (NOV 2020) (15 U.S.C. 644) FAR 52.219-8 Utilization of Small Business Concerns (NOV 2016) (15 U.S.C. 637(d)(2) and (3)); FAR 52.219-28 Post Award Small Business Program Representation (Jul 2013) (15 U.S.C 632(a)(2)) FAR 52.222-3 Convict Labor (June 2003) (E.O. 11755) FAR 52.222-19 Child Labor Cooperation with Authorities and Remedies (OCT 2016) (E.O. 13126) FAR 52.222-21 Prohibition of Segregated Facilities (APR 2015) FAR 52.222-26 Equal Opportunity (SEP 2016) (E.O. 11246) FAR 52.222-35 Equal Opportunity for Veterans (OCT 2015) (38 U.S.C. 4212) FAR 52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014) (29 U.S.C. 793) FAR 52.222-37 Employment Reports on Veterans (FEB 2016) (38 U.S.C. 4212) FAR 52.222-40 Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496) FAR 52.222-50 Combating Trafficking in Persons (MAR 2015) (22 U.S.C. chapter 78 and E.O. 13627) FAR 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) FAR 52.225 5 Trade Agreements (OCT 2016) (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note) FAR 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury) FAR 52.232-33 Payment by Electronic Funds Transfer System for Award Management (Jul 2013) (31 U.S.C. 3332) Additional contract requirements or terms and conditions: 52.252-2, Clauses Incorporated by Reference (Feb 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/ The following FAR clauses are incorporated by reference: The following VAAR clauses are to be incorporated by reference: 52.252-1, Solicitation Provisions Incorporated by Reference (Feb 1998) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): http://www.acquisition.gov/far/index.html (FAR) http://www.va.gov/oal/library/vaar/index.asp (VAAR) The following FAR provisions are to be incorporated by reference: The following VAAR provisions are to be incorporated by reference: The Defense Priorities and Allocations System (DPAS) does not apply. Date and Time offers are due to Jonathan.Saiz@va.gov by 12:00pm MST, 07/26/2021. Name and email of the individual to contact for information regarding the solicitation: Jonathan Saiz Jonathan.Saiz@va.gov