7A20--ATTAINIA SOFTWARE
Page 8 of 8 Solicitation - 36C26222Q0324 (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation will not be issued. (ii) The solicitation number 36C26221Q0324 is issued as a Request for Quotation (RFQ) in conjunction with FAR -- Part 13 Simplified Acquisition Procedures and constitutes the only solicitation. The Government intends to award a single Firm-Fixed Price (FFP) award contract. (iii) The provisions and clauses in this document are in effect tough the Federal Acquisition Circular 2020-09, October 26, 2020. (iv) This solicitation intends to award a contract tough full and open competition. The selected NAICS North American Industrial Classification System is 511210 with a size standard of $38.5 Million. (v) See Attachment A Schedule for a list of line item numbers, items, quantities and units of measure. (vi) The Department of Veterans Affairs (VA) seeks to make a procurement for a specialized software for the VA Long Beach Healthcare System. See Attachment A for a listing of brand name salient characteristics and other requirements. Offeror quotations must demonstrate meeting the salient physical, functional, or performance characteristic specified in this solicitation, otherwise it will be considered non-responsive. The technical specifications for this requirement are listed for Brand Name or Equal per FAR 52.211-6. The information identified provided is intended to be descriptive, not restrictive and to indicate the quality that will be satisfactory. The interested parties bear full responsibility to ensure their submission demonstrates to the government that they can provide the brand name or equal to supplies being requested. (vii) Delivery Requirements: Place of Delivery: VA Long Beach Healthcare System, 5901 E. 7th Street, Long Beach CA 90822. Period of Performance/Delivery Timeframe: 12 months from the date of award plus 4 option years. Additional Delivery Requirements All shipping shall be inclusive of prices within the schedule and FOB Destination. (viii) The provision at 52.212-1, Instructions to Offerors Commercial Items, applies to this solicitation. Addendum: All offeror quotes for this solicitation must be received electronically tough email no later than Monday, January 24, 2022, 12:00 AM PST. Ensure to reference solicitation number 36C26222Q0324 within subject line of the email. Any offeror quotes received after the prescribed date/time shall be considered non-responsive and will not be considered for award. Offers shall be sent by email to Ryan Singletary at Ryan.Singletary@va.gov (ix) 52.212-2 Evaluation -- Commercial Items (Oct 2014) (a) 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, price and other factors considered. The following factors shall be used to evaluate offers: Lowest priced quotation that meets all requirements in attachment A, the below special standards of responsibility and all deliveries requirements. Acceptability of equipment/services shall be established by review of each submitted quotation by the designated evaluator(s) and verification that any equal-to items meet the salient characteristics included in this solicitation. Submissions to this solicitation must show clear, compelling and convincing evidence that equal-to items meet all the salient characteristics (see Attachment A). Offers that include any items that are not determined as Brand Name or Equal shall result in an unacceptable offer. See 52.211-6 Brand Name or Equal for additional information. (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 with a minimum of at least sixty days, 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 Provision) (x) Must include a completed copy of the provision at 52.212-3 -- Offeror Representations and Certifications -- Commercial Items, with this solicitation or ensure SAM.gov is updated with current information. (xi) The clause at 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition. (xii) The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition. (xiii) The following clauses also apply: 52.211-6 - Brand Name or Equal (Aug 1999) (a) 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. (b) To be considered for award, offers of equal products, including equal products of the brand name manufacturer, must (1) Meet the salient physical, functional, or performance characteristic specified in this solicitation; (2) Clearly identify the item by (i) Brand name, if any; and (ii) Make or model number; (3) Include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the Contracting Officer; and (4) 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. (c) 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. (d) 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. (End of clause) 52.217-6 -A Option for Increased Quantity (Mar 1989) The Government may increase the quantity of supplies called for in the Schedule at the unit price specified. The Contracting Officer may exercise the option by written notice to the Contractor within 10 Days not to exceed a 50% of any and all line items within Attachment A Delivery of the added items shall continue at the same rate as the like items called for under the contract, unless the parties otherwise agree. (End of clause) 52.217-9 -A Option to Extend the Term of the Contract. (Mar 2000) A A A A A A (a)A The Government may extend the term of this contract by written notice to the Contractor within 30 days ; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. A A A A A A (b)If the Government exercises this option, the extended contract shall be considered to include this option clause. A A A A A A (c)A The total duration of this contract, including the exercise of any options under this clause, shall not exceed 36 Months. (End of clause) Grey Market Items (a) 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. No remanufactures or gray market items will be acceptable. (b) Vendor 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. (c) 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 to 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. (End of clause) In addition, the following clauses shall also apply: 52.209-6 Protecting the government s interest when subcontracting with contractors debarred, suspended, or proposed for debarment Aug 2013 52.232-18 Availability of Funds Apr 1984 52.232-33 Payment by electronic funds transfer system for award management Jul 2013 52.232-40 Providing accelerated payments to small business subcontractors Dec 2013 52.233-1 Disputes May 2014 52.233-3 Protest after award Aug 1996 52.252-2 Clauses incorporated by reference Feb 1998 852.203-70 Commercial advertising Jan 2008 852.232-72 Electronic submission of payment requests Nov 2012 The full text of a clause may be accessed electronically at the following: http://www.acquisition.gov/comp/far/index.html http://www.va.gov/oal/library/vaar/index.asp The following provisions shall also apply: 52.204-7 System for Award Management Oct 2018 52.204-16 Commercial and Government Entity Code Reporting Oct 2016 52.209-7 Information Regarding Responsibility Matters Oct 2018 52.217-5 Evaluation of Options Jul 1990 52.233-2 Service of Protest Sep 2006 852.233-70 Protest Content/Alternative Dispute Resolution Oct 2018 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference Jan 2008 (xiv) N/A Attachment A Brand Name or Equal Description/Requirements: The Brand Name for the below requirement is Attainia. PLAN - Enterprise Medium ATTAINIA - ACTIVATION TRACKING AND IMPLEMENTATION SYSTEM COMMERCIAL DATABASE MANAGEMENT SYSTEM FOR INITIAL OUTFITTING AND TRANSITIONING (PLANNING, TRACKING, AND MANAGEMENT) OF ACTIVATION PROJECTS VA ENTERPRISE LICENSE A. LICENSE SEATS AND PLANNING Unlimited number of seats Unlimited number of projects in database ACCESS AND TECH SUPPORT Unlimited Tech Support Access to Program - 24/7 EDUCATION AND IMPLEMENTATION Customized Training Track Webinars, Online Resources, Technical Support Access Goal and Success Criteria Identification Kickoff Meeting Personalized Online Training Sessions - 10 hours Interactive Workbooks Project Build Working Sessions - 2 sessions Process Mapping and Best Practices Virtual session DATA SERVICES & MANANGEMENT Excel Data Import to PROJECT 1 import per implementation Unlimited Custom Item Conversion Unlimited Access to Project Templates (Attainia and VA) TRAVEL Onsite Trainings/Visits Period of Performance: 2/1/2022 1/31/2023 plus four option years. *Every vendor providing an equal brand must demonstrate how each requirement is met or exceeded. Activation Tracking and Implementation System Scope of Work PURPOSE Provide a commercial database management system for initial outfitting and transitioning (planning, tracking and management) of an activation project. The contractors shall provide all labor, facilities, transportation, travel, and management to perform all services stated herein. This system must be able to adapt to Department of Veteran s Affairs Long Beach Healthcare System (VALBHS) specific needs and informational technology requirements. System will be used by VALBHS to plan, execute and track all activation furniture, fixtures, equipment (FF&E) and supplies for selected facilities selected from a menu of license usage categories. This system will assist activation teams prepare for Day 1 of operations and provide the tools & workflows to gather required information to complete initial outfitting and transitioning requirements. This request is 1 year base and 4 options years. Within VALBHS, this system will be referred to as the Activation Tracking and Implementation System and is required to be agile to adapt to facility specific requirements. The contractor shall work with the VALBHS staff to implement and use this system. BACKGROUND The VALBHS is planning and activating multiple Major Projects. They will be engaged in outfitting and transitioning current activations projects and/or in planning of future activations. To address issues related to communications, coordination and the decision-making processes regarding activation projects, a data base management tool is required for the team to utilize. REQUIRED SYSTEM CAPABILITY The VALBHS is planning and activating several major projects. The Major Projects Activation Team as part of the Planning Department in the Engineering Service are engaged in outfitting and transitioning current activation projects and/or int planning of future activations. System shall assist activation teams in the planning and management functions for initial outfitting and transitioning for an activation project from concept development tough project closeout. Major functions shall include: Project Management: Repository for a "Top-Down" perspective of program and project priorities, actions, and costs, facilitates a collaborative process to allow project members to synconize information, provides clear, weighted performance scorecard views of multiple projects to identify late or over-budget components, displaying milestones, tasks, limited to the integrated master schedule, providing status changes to all project members. Provide functionality for planning, tracking and management of an activation project which can adapt to VALBHS specific needs and informational technology requirements. Provide a system to centralize and streamline the processes of defining and allocating funding, manage occupancy cost and decision-making with advanced cost analysis/projection capabilities, track all portfolio lifecycle costs, eliminate manual processes to plan and execute the FF&E and supply work packages to meet the integrated master schedule. Web-based: Provide a web-based solution. Space Inventory & Performance: Provide functionality to evaluate and plan space usage as it relates to an activation project to maximize efficiency and plan and manage FF&E, design/planning capabilities, provide facility and department space allocation and usage to include budget and execution of budget, provide space inventory and usage reports for decision support (such as departmental boundaries/ rooms/common areas, service areas, and more) to ensure optimal space allocation. Track and manage physical assets/inventory (reuse of FF&E and new purchases) to optimize acquisition or disposition decisions. Track and manage department asset ownership and usage to increase organizational accountability and assist in redeployment of FF&E. The system shall provide the ability to derive 2D architectural floor plans directly from a Building Information Model (BIM), as well as import 2D (.dwg) files for use for FF&E layout. There shall be capability to maintain the BIM Unique Space Number (GUID) that is created for each room/space in BIM in the system. The GUID shall be used to tie the FF&E to the room/space so there is a common computer identifier between BIM (architectural development) and the FF&E procurement system. The system users shall have the option to select and see at any time the other room/space attribute names that are developed in BIM (English Name & Abbreviation, VA Way finding Room Number, Construction Document Room Number, and VA-SEPS Room Code) as needed. The system shall have the ability to repurpose BIM FF&E object data when the BIM information for each room/space is imported into the system as a baseline for further refinement and selection. The BIM graphics for FF&E shall either be reused or replaced by those in the system after import. Data Entry or Transfer Data: Provide data entry service for any project or migration/transfer of data/information from architectural or FF&E planning firm license to VHA license. Data entry function consists of entering furniture, fixtures and equipment and all associated data and information for project or template into the database for the VALBHS. Cost of this service to be delineated in a cost per line item and/or group of line items that would be specific to a particular request and negotiated at a later date based on size of data and format (CLIN 0001 and corresponding Option Year CLINs). Capital Project Management: Provide functionality to summarize all capital planning activity in consistent format to prioritize programs and projects, coordinate activities, and budget resources, provides "what-if" planning to reduce business interruption and cost overruns, integrates condition assessment, capital budgeting, and project management functions to better allocate budget and resources for complete end-to-end planning. System must be able to import and export data/information, in the appropriate format, to update VALBHS legacy systems, i.e., asset management systems such as VA s Automated Engineering Management/Medical Equipment Reporting System (AEMS/MERS) or new systems being implemented (Maximo, Tririga) or facility specific databases. Will use a consistent coding system which will link to coding systems utilized by VA Construction and Facilities Management (CFM), Department of Defense (DOD) and VHA for categorizing FF&E and supplies. A data crosswalk will be required to link the new system and various legacy systems tough the use of Joint Services Nomenclature (JSN), VA Medical Device Nomenclature System (VA MDNS) and VHA s accepted United Medical Device Nomenclature System (UMDNS). System will be required to plan and track (the list is not exhaustive): Procurement packages and schedules, market research, and product sheets Provide a list of government contract vehicles for VALBHS to utilize Re-used FF&E and disposition Move planning and execution Import CAD .dwg format drawings and derive 2D architectural plans from BIM, develop to provide room layouts for FF&E placement Staff or contractor assignments Space and Inventory Management Clinical and Administrative Space & Rooms Highlight Rooms by Department Accreditation and Environmental Care compliance Budget development and execution Actual Costs vs. Budgets for departments, services and or programs Use of a performance matrix which can link to Activation Integrate Master schedule (IMS) System will be required to import and export data to and from Space & Equipment Planning System (SEPS), Building Information Modeling (BIMS), MAXIMO (Enterprise Asset Management), VA/VHA financial system, and other VA data systems. Develop and assist in analyzing maintenance plans; import historical information to identify trends and review problem areas Provide a specific dashboard to track and monitor individual projects bi-monthly LICENSES: License A: Allow access for VALBHS staff and contractors working on facility projects. The VALBHS will oversee the license associated with this contract. All licenses will include appropriate training of system and contractor support help lines. VALBHS staff utilizing the system will require training for facility onsite users. ACTIVATION DATABASE SUPPORT: 1. Staff Support: Provide on-site support for training on the database/development meetings at selected VALBHS. Contractor shall provide appropriate staff member(s) for on-site training/development meetings. The VALBHS anticipates conducting these training/development meetings once each calendar year. Each meeting will range from 2-3 days with meeting times anticipated to be 6-8 hours per day. INVOICES AND PAYMENTS. VALBHS facility will fund the cost of services used. Invoice shall be submitted monthly to the VALBHS Point of Contact (POC) for approval. Invoice shall be itemized illustrating facility portion and line item. All itemized invoices shall be provided within 30 days of end of each month services delivered. TRAVEL COSTS AND REIMBURSEMENT Travel and per diem shall be reimbursed in accordance with VA/Federal Travel Regulations. The Contractor shall be reimbursed for direct expenses including travel, lodging and related expenses as approved or authorized in advance by the Point of Contact (POC) (based on current Government per diem rates for each of the specific locations/areas at time(s) of travel). Contractor shall make every effort to select economical travel arrangements. If proposed airfare or hotel costs exceed normal and customary charges, approval from the POC shall be in writing prior to making travel arrangements. PERFORMANCE METRICS/DELIVERABLES: -Establish access to license/database within two weeks of request -Provide initial database overview training within two weeks after award -Provide user training within two weeks of award -Provide a trainer/resource person to the VALBHS to serve supporting the facility/users on all aspects of database system within 60 days of request -Data Entry or Transfer Data: Provide data entry service for any project or migration/transfer of data/information within 3 weeks of recent of data file. -Staff Support: Provide onsite support for training/development meetings at VALBHS within 60 days of request -Contractor shall ensure the VALBHS is consistently utilizing the system functionality, work products shall be accurate in presentation and technically correct -Reports: Data and information shall be accurate in the reports, documents or functional requirements. CONTRACTOR KEY PERSONNEL Skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this contract. Key personnel shall be submitted to the Government prior to beginning services under this contract. All requests for approval of substitutions in key personnel shall be submitted to the VALBHS POC prior to making any change in key personnel. The request shall be written and provide a detailed explanation of the circumstances necessitating the proposed replacement. The contractor shall submit personnel qualifications for the proposed substitute and any other information requested by the POC to substantiate employee meets contract key personnel qualifications. The VALBHS POC shall evaluate and promptly notify the contractor of approval or disapproval in writing. Personnel proposed by the contractor shall possess of the following knowledge and/or skills identified in Paragraph I.2.(a-j): Experience in providing technical assistance to organizations activating new and expanded healthcare facilities and assisting with the planning, execution and tracking of FF&E, and the execution of a project management plans. A working knowledge of private industry and Government medical facility construction and activation processes. Experience in medical facilities project management, equipment planning, initial outfitting and transitioning (planning, tracking and management) of an activation project is strongly preferred. Excellent written, presentation, and interpersonal communications skills. Ability to organize and manage multiple projects at one time. Presentation and Training skills. Proven ability to establish excellent relationships and work cooperatively with individuals, groups and organizations diverse in mission, composition, function, capacity, and geographic location. Demonstrated ability to work effectively with professional staff and Government agencies. Familiarity with relevant industry and VA construction and activation policies as well as financing mechanisms for operating and support services. Strong skills in using Microsoft Office Suite including Word, Outlook, Excel, and PowerPoint and highly skilled in the contractor database system. Ability to assess capacity and provide technical assistance on a group or individual basis. All contract employees are subject to immediate removal from performance under this contract when involved in a violation of the law, VA security, confidentiality requirements and/or other disciplinary reasons.
36C26222Q0324 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 22
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