DA10--PACS Security System Software and Support
Request for Quote (RFQ) #: 36C25923Q0303 PACS Security System Software andService 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 2:00 pm MST, March 06, 2023 All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially tough an amendment to the solicitation. ** Quotes are to be provided to Jonathan.Saiz@va.gov no later than 3:00pm MST, March 07, 2023. 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 36C25923Q0303. 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 tough Federal Acquisition Circular (FAC) 2022-06 effective May 26, 2022. The North American Industrial Classification System (NAICS) code for this procurement is 531210 with a small business size standard of $22.0M. This solicitation is a 100% set-aside for Small Business. List of Line Items; Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 CC9000-QESA1 Software Support Agreement 1 YR 0002 LYNXS-SSA-1 Lynx Standard Server, Support 1 YR 0003 SWH-OEM-SSA to include PVC-CM-SSA, PIVCheck Certificate Manager Software Service Agreement and 2 PVCP-D/S-SSA PIVCheck Plus Desktop Software Support Agreement 1 YR 0003 ANDSCEN-PKG-MA- Software Support Agreement, Centralized Package 1 YR 0005 ADVE1SSA- SSA VideoEdge NVR Per Camera License 328 EA 1001 CC9000-QESA1 Software Support Agreement 1 YR 1002 LYNXS-SSA-1 Lynx Standard Server, Support 1 YR 1003 SWH-OEM-SSA to include PVC-CM-SSA, PIVCheck Certificate Manager Software Service Agreement and 2 PVCP-D/S-SSA PIVCheck Plus Desktop Software Support Agreement 1 YR 1004 ANDSCEN-PKG-MA- Software Support Agreement, Centralized Package 1 YR 1005 ADVE1SSA- SSA VideoEdge NVR Per Camera License 328 EA Grand Total $ Description of Requirements for the items to be acquired: Quotes must be for the Brand Name software and support in the list of line items above. Quotes referencing software other than what is listed in the line items above will not be considered for award. Statement of Work Cheyenne VAMC 2360 E. Pershing Blvd. Cheyenne, WY 82001 1. OBJECTIVE 1.1 The objective of this requirement is to obtain a professional installation of the Software Support Agreement supportive of the current video security system and PACS. The project will provide the ability for continuous and uninterrupted service in order to minimize system degradation or downtime. 2. SCOPE OF WORK 2.1 The scope of this Statement of Work (SOW) SSA delivery and overall support for the installation of annual software support agreement licensing for CCURE9000 at Cheyenne Veterans Affairs Medical Center (VAMC). The software to be installed are as follows: CC9000-QESA1 Software Support Agreement, Enhanced Cheyenne Loveland CBOC Fort Collins CBOC 2 LYNXS-SSA-1 Lynx Standard Server, 1 year software support agreement Cheyenne Northern Colorado CBOC Loveland CBOC Fort Collins CBOC SWH-OEM-SSA to include PVC-CM-SSA, PIVCheck Certificate Manager Software Service Agreement and 2 PVCP-D/S-SSA PIVCheck Plus Desktop Software Support Agreement. Cheyenne Loveland ANDSCEN-PKG-MA- Software Support Agreement, Centralized Package Cheyenne Loveland CBOC Fort Collins CBOC 328 ADVE1SSA- SSA VideoEdge NVR Per Camera License Cheyenne (288) Loveland CBOC (34 cams) Fort Collins CBOC (6 cams) The VA will provide remote connectivity to complete the installation of all necessary files to facilitate the continued functionality of the CCURE9000 system. 3. PLACE(S) OF PERFORMANCE 3.1 Services will be provided virtually, and/or a combination of Technical Service Support. The Contractor shall include coverage for the following VA Facilities: 3.1.1 Cheyenne VAMC 2360 East Pershing Blvd. Cheyenne, WY 82007 3.1.2 Loveland CBOC 5200 Hahns Peak Dr. Loveland, CO 80538 3.1.3 Fort Collins CBOC 2509 Research Blvd. Fort Collins, CO 80526 3.1.4 Northern Colorado CBOC 4575 Bryd Dr. Loveland CO, 80538 4. SPECIFIC TASKS 4.1 Contractor will ensure all SSAs are installed, and the continued function of the entire system is working to manufacture specifications. Contractor will provide license files and support to install the licenses for the CCURE9000 server. 4.2 Availability and Response Time 4.2.1 The Contractor shall provide Technical Service Support Availability Seven days a week, 24 hours a day. The contractor shall provide all initial software and licensing, and updates, within 48 hours of request. 4.2.2 the Contractor must respond to email requests within six (6) working hours following receipt of email. 4.2.3 The Contractor shall provide remote support within six (6) working hours following receipt of a service call. 4.2.4 Government personnel authorized to request routine and emergency service calls to the security system are as follows: 4.2.4.1 Cheyenne VA Police Chief 4.2.4.2 Cheyenne VA Deputy Police Chief 4.2.4.3 Cheyenne VA Physical Security Specialist 4.2.4.4 Cheyenne VA Lead Security Assistant 4.2.4.5 Cheyenne VA Electronics Technician: Justen James 4.2.4.6 Cheyenne VA IT Specialist: J.R. Wallace 4.3 Operational and Service Manuals 4.3.1 The Contractor shall obtain, have on file, and make available to the Physical Security Specialist and Electronics Technician all operational and service manuals. These will be in print and Portable Document Format (PDF). 4.3.2 Scheduled, unscheduled, and preventative maintenance SSA software shall be in accordance with standard maintenance routines determined by manufacturer s specifications, recommendation. 5. SOFTWARE TO BE COVERED 5.1 Software Support Agreement 5.1.1 Period of Performance Base Year: 1/10/2023-1/9/2024 Option Year 1: 1/10/2024-1/9/2025 5.1.1.1 (Qty of 1) SWH-OEM-SSA - PVC-CM-SSA, 2x PVCP-D/S-SSA -1YR - 12 Months Maintenance for HID PIVCheck Certificate Manager Software 5.1.1.2 (Qty of 1) CC9000-QESA1 - Upgrade Plan - Standard to Enhanced 5.1.1.3 (Qty of 328) ADVE1SSA - SSA VideoEdge NVR per Camera License 5.1.1.4 (Qty of 1) ADNSCEN-PKG-MA - Software Support Agreement, Centralized Package 6. HOURS OF COVERAGE 6.1 Contractor personnel are expected to conform to the Cheyenne VAMC normal operating hours when on-site to perform maintenance services. The normal work hours are Monday Friday, 8:00 a.m. to 4:30 p.m. and include one-half hour (between 11:30-1:30) for lunch each day. 6.2 No services or deliveries shall be performed on government legal holidays unless otherwise directed by the Contracting Officer, or designated representative. Excluded federal holidays are listed as follows: 6.2.1 New Years Day 6.2.2 Martin Luther King s Birthday 6.2.3 President s Day 6.2.4 Memorial Day 6.2.5 Juneteenth 6.2.6 Independence Day 6.2.7 Labor Day 6.2.8 Columbus Day 6.2.9 Veteran s Day 6.2.10 Thanksgiving Day 6.2.11 Cistmas Day 6.3 Any other day specifically designated by Federal Statute, Executive Order, and /or Presidential Proclamation shall be excluded. 6.4 Any other kind of administrative leave such as act of God (i.e. hurricanes, snowstorms, tornadoes, etc.), Presidential funerals or any other unexpected government closures shall be excluded. 6.5 When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by U.S. Government Agencies. 7. OTHER PERFORMANCE REQUIREMENTS 7.1 Payment for Unauthorized Work 7.1.1 No payments will be made for any unauthorized supplies and /or services or for any unauthorized changes to the work specified herein. This includes any services performed by the Contractor of their own volition or at the request of an individual other than a duly appointed Contracting Officer. Only a duly appointed Contracting Officer is authorized to change the specifications, terms, and conditions under this effort. 7.2 Additional Charges 7.2.1 The Contractor will not apply an additional charge for time spent delivering the SSAs. 7.3 Contractor Personnel 7.3.1 The Contractor shall be responsible for managing and overseeing the activities of all Contractor personnel, as well as subcontractor efforts used in performance of this effort. The Contractor s management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained in this statement of work. 7.4 Contractor Employees 7.4.1 Contractor personnel must be proficient, trained, and qualified to work on the C-Cure 9000 & VideoEdge Access Control & Video security systems. The Contractor personnel must be be able to effectively communicate, orally and in writing, using the English language. Copies of background checks completed by the Contractor shall be available to the Cheyenne VAMC upon request. 7.5 Physical Security 7.5.1 The Contractor shall be responsible for safeguarding all government property provided for Contractor use. 7.6 Disclosure of Information 7.6.1 Information made available to the Contractor for the performance of administration of this effort shall be used only for those purposes and shall not be used in any other way without the written agreement of the Contracting Officer. 7.6.2 The Contractor agrees to assume responsibility for protecting the confidentiality of records, vulnerabilities, and physical security concerns which are not public information. Each Contractor or employee of the Contractor to whom information may be made available or disclosed shall be notified in writing by the Contractor that such information may be disclosed only for a purpose and to the extent authorized herein. 7.7 Reporting Required Services Beyond Service Scope 7.8.1 The Contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the COR and POC, in writing, of the existence or development of any defects in, or repairs required, to the scheduled software which, the Contractor does not consider his/her responsibility due to abuse or damage to SSA Software. The Contractor shall furnish the Government with a written estimate of the cost to make the necessary repairs. 7.8 Timeline requirements for providing licensing and software 7.8.1 Contractor must provide all software and licensing within 24 hours of contract award. 7.8.2 Contractor must have an account set up with Software House, prior to contract award, to do business with the Cheyenne VA Health Care System. 8. QUALITY ASSURANCE 8.1 The government will periodically evaluate the Contractor s performance by appointing a representative(s) to monitor performance to ensure services are received. 8.1 Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the Contracting Officer. 8.2 The services to be performed by the Contractor during the period of this contract shall at all times and places, be subject to review by the Contracting Officer or authorized representative(s). 52.212-1, Instructions to Offerors--Commercial Items applies to this acquisition ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL Gray market items are Original Equipment Manufacturer s (OEM) goods sold tough 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.A 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.A 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.A 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 or exceed 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 tough offerors existing Government-wide Acquisition Contract (GWAC), GSA Multiple Award Schedule (MAS) contract, or VA-wide Acquisition Contract. This acquisition is set-aside for VOSBs, their socioeconomic status must be VIP verified and visible in the VA Vendor Information Pages (VIP): 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) - Technical capability or quality of the item offered to meet the Government requirement; (II) - Price Volume I - Technical capability or quality of the item offered to meet the Government requirement The offeror shall submit specifications, cut sheets, or brochures confirming the equal products, including equal products of the brand name manufacturer submitted, meets or exceeds the salient physical, functional, or performance characteristic specified in this solicitation. The product(s) quoted must be identified by brand name, if any, and make or model number. Volume II Price 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 applies to this acquisition ADDENDUM to FAR 52.212-2 EVALUATION COMMERCIAL ITEMS: 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 and other factors. The following factors shall be used to evaluate quotations: Factor 1. Technical capability or quality of the item offered to meet the Government requirement Factor 2. Price Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2(b)(3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following: Factor 1. Technical capability or quality of the item offered to meet the Government requirement: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation. Factor 2. Price: The Government will evaluate the price by adding the total of all line item prices. The Government may use various price analysis techniques and procedures to make a price reasonableness determination. Offers that do not meet or exceed the technical capability or quality of the item offered to the Government requirement shall not be selected regardless of price. (End of Addendum to 52.212-2) 52.212-3, Offeror Representations and Certifications Commercial Items, applies to this acquisition. Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. Offerors must be registered in SAM at time of offer submission. 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 (JUL 2020) applies to this acquisition FAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference; FAR 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020) 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 (JUN 2020) FAR 52.219-28 Post Award Small Business Program Representation (NOV 2020) FAR 52.222-3 Convict Labor (JUN 2003) FAR 52.222-19 Child Labor Cooperation with Authorities and Remedies (JUL 2020) FAR 52.222-21 Prohibition of Segregated Facilities (APR 2015) FAR 52.222-26 Equal Opportunity (SEP 2016) FAR 52.222-35 Equal Opportunity for Veterans (JUN 2020) FAR 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020) FAR 52.222-37 Employment Reports on Veterans (JUN 2020) FAR 52.222-40 Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) FAR 52.222-50 Combating Trafficking in Persons (OCT 2020) FAR 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) FAR 52.225-1 Buy American Supplies (JAN 2021) FAR 52.225-3 Buy American--Free Trade Agreements--Israeli Trade Act (JUL 2020) FAR 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008) FAR 52.232-33 Payment by Electronic Funds Transfer System for Award Management (Oct 2018) Additional contract requirements or terms and conditions: 52.217-8 Option to Extend Services. The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor at any time prior to the end of the contract. (End of clause) 852.212-70, Provisions and Clauses Applicable to VA Acquisition of Commercial Items (Apr 2020) VAAR 852.203-70 Commercial Advertising (MAY 2018) VAAR 852.219-6 Notice of Total Small Business Set-Aside (Nov 2020) ( 15 U.S.C. 644) VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2018) VAAR 852.233-70 Protest Content/Alternative Dispute Resolution (SEP 2018) VAAR 852.233-71 Alternate Protest Procedure (SEP 2018) VAAR 852.246-71 Rejected Goods (OCT 2018) 852.252-70, Solicitation Provisions or Clauses Incorporated by Reference (Jan 2008) The following provisions or clauses incorporated by reference in this solicitation must be completed by the offeror or prospective contractor and submitted with the quotation or offer. Copies of these provisions or clauses are available on the Internet at the web sites provided in the provision at FAR 52.252-1, Solicitation Provisions Incorporated by Reference, or the clause at FAR 52.252-2, Clauses Incorporated by Reference. Copies may also be obtained from the contracting officer. http://www.acquisition.gov/far/index.html https://www.acquisition.gov/vaar The following FAR provisions are to be incorporated by reference: FAR 52.204-7 System for Award Management (OCT 2018) FAR 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020) FAR 52.211-6 Brand Name or Equal (AUG 1999) FAR 52.229-11 Tax on Certain Foreign Procurements Notice and Representation (JUN 2020) The following VAAR provisions are to be incorporated by reference: None The following FAR clauses are incorporated by reference: FAR 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (JUN 2020) FAR 52.204-13 System for Award Management Maintenance (OCT 2018) FAR 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020) FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (NOV 2021) The following VAAR clauses are to be incorporated by reference: VAAR 852.212-71 Gray Market Items (APR 2020) The Defense Priorities and Allocations System (DPAS) does not apply. Offers are due to jonathan.saiz@va.gov no later than 3:00pm MST, March 07, 2023. Name and email of the individual to contact for information regarding the solicitation: Jonathan Saiz Jonathan.Saiz@va.gov
36C25923Q0303 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 19
3/3/23, 2:00 PM