36C10B26Q0683.pdf

1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1 AND 52.212-4 ARE ATTACHED. ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C10B26Q0683 08-21-2026

Julia Renna, julia.renna@va.gov 848-377-5298 08-28-2026

12:00 PM EDT

36C10B Department of Veterans Affairs Technology Acquisition Center

23 Christopher Way Eatontown NJ 07724

X 100

X

541519

150 Employees

N/A

X

See instructions in Product Description

36C10B

Department of Veterans Affairs Technology Acquisition Center

36C10A

Department of Veterans Affairs Technology Acquisition Center Financial Services Center PO Box 149971 Austin TX 78714-8971

(877) 353-9791

See CONTINUATION Page

Title: Brand Name Qmatic New Patient Queuing Kiosk Solution

This Request for Quotation (RFQ) is issued for a Firm-fixed price (FFP), Brand Name Qmatic Patient Queuing Kiosk Solution (Hardware, Software, Licensing, Installation, Integration, and Testing), Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside in accordance with Revolutionary FAR Overhaul (RFO) 12.102(a).

Period of Performance (PoP): 12-month base period.

Points of Contact (POC):

Contracting Officer, Evan Schlisserman, Evan.Schlisserman@va.gov Contract Specialist, Julia Renna, Julia.Renna@va.gov

X X

Evan Schlisserman mailto:Evan.Schlisserman@va.gov mailto:Julia.Renna@va.gov

36C10B26Q0683

TABLE OF CONTENTS

TABLE OF CONTENTS

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 GOVERNING LAW CLAUSE

B.2 SOFTWARE LICENSE, SOFTWARE MAINTENANCE, AND SOFTWARE TECHNICAL SUPPORT

B.3 CONTRACT ADMINISTRATION

B.4 PRICE SCHEDULE

B.5 PRODUCT DESCRIPTION

SECTION C - CONTRACT CLAUSES

C.1 NASA SEWP V RFQ INTRODUCTORY LANGUAGE

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 52.203-12 LIMITATIONS ON PAYMENTS TO INFLUENCE CERTAIN FEDERAL TRANSACTIONS

(JUN 2020)

C.4 52.209-6 PROTESTING THE GOVERNMENT INTEREST WHEN SUBCONTRACTING WITH

CONTRACTORS DEBARRED, SUSPENDED, PROPOSED FOR DEBARMENT, OR VOLUNTARILY

EXCLUDED (NOV 2025) (DEVIATION)

C.5 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR VERIFIED SERVICE-DISABLED VETERAN-

OWNED SMALL BUSINESSES (JAN 2023) DEVIATION

C.6 852.219-76 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING – CERTIFICATE OF

COMPLIANCE FOR SUPPLIES AND PRODUCTS (JAN 2023) DEVIATION

C.7 852.239-76 INFORMATION AND COMMUNICATION TECHNOLOGY ACCESSIBILITY (FEB 2023)

C.8 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

E.2 52.209-11 REPRESENTATION BY CORPORATIONS REGARDING DELINQUENT TAX LIABILITY

OR A FELONY CONVICTION UNDER ANY FEDERAL LAW (MAR 2026)

E.3 ARTIFICIAL INTELLIGENCE EFFORTS

E.4 GRAY MARKET GOODS

E.5 BASIS FOR AWARD

E.6 QUOTE SUBMISSION INSTRUCTIONS

SECTION H – CLAUSE

H.1 ARTIFICIAL INTELLIGENCE IN VA CONTRACTS

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 GOVERNING LAW CLAUSE

Federal law and regulations, including the Federal Acquisition Regulations (FAR), shall govern this Contract/Order. Commercial license agreements may be made a part of this Contract/Order but only if both parties expressly make them an addendum hereto.

If the commercial license agreement is not made an addendum, it shall not apply, govern, be a part of or have any effect whatsoever on the Contract/Order; this includes, but is not limited to, any agreement embedded in the computer software (clickwrap), any agreement that is otherwise delivered with or provided to the Government with the commercial computer software or documentation (shrinkwrap), or any other license agreement otherwise referred to in any document. If a commercial license agreement is made an addendum, only those provisions addressing data rights regarding the Government’s use, duplication and disclosure of data (e.g., restricted computer software) are included and made a part of this Contract/Order, and only to the extent that those provisions are not duplicative or inconsistent with Federal law, Federal regulation, the incorporated FAR clauses and the provisions of this Contract/Order;

those provisions in the commercial license agreement that do not address data rights regarding the Government’s use, duplication and disclosure of data shall not be included or made a part of the Contract/Order. Federal law and regulation including, without limitation, the Contract Disputes Act (41 U.S.C. § 7101 et seq.), the Anti- Deficiency Act (31 U.S.C. § 1341 et seq.), the Competition in Contracting Act (41 U.S.C.

§ 3301 et seq.), the Prompt Payment Act (31 U.S.C. § 3901 et seq.), Contracts for Data Processing or Maintenance (38 USC § 5725), Source Code Harmonization and Reuse in Information Technology Act “SHARE IT Act” (P.L. 118-187), and FAR clauses 52.212- 4, 52.227-14 shall supersede, control, and render ineffective any inconsistent, conflicting, or duplicative provision in any commercial license agreement. In the event of conflict between this clause and any provision in the Contract/Order or the commercial license agreement or elsewhere, the terms of this clause shall prevail. The Contractor shall deliver to the Government all data first produced under this Contract/Order with unlimited rights as defined by FAR 52.227-14, this includes any custom code developed for the purpose of performing under this contract. Claims of patent or copyright infringement brought against the Government as a party shall be defended by the U.S. Department of Justice (DOJ) in accordance with 28 U.S.C. § 516;

at the discretion of DOJ, the Contractor may be allowed reasonable participation in the defense of the litigation. Any additional changes to the Contract/Order must be made by modification (Standard Form 30) and shall only be made by a warranted Contracting Officer. Nothing in this Contract/Order or any commercial license agreement shall be construed as a waiver of sovereign immunity.

B.2 SOFTWARE LICENSE, SOFTWARE MAINTENANCE, AND SOFTWARE

TECHNICAL SUPPORT

(1). Definitions.

a) Licensee. The term “licensee” shall mean the U.S. Department of Veterans Affairs (“VA”) and is synonymous with “Government.”

b) Licensor. The term “licensor” shall mean the Contractor having the necessary license or ownership rights to deliver license, software maintenance and support of the computer software being acquired. The term “Contractor” is the party identified in Block 17a on the SF1449. If the Contractor is a reseller and not the Licensor, the Contractor remains responsible for performance under this Contract/Order.

c) Software. The term “software” shall mean the licensed computer software product(s) cited in the Schedule of Supplies/Services.

d) Maintenance. The term “maintenance” is the process of enhancing and optimizing software, as well as remedying defects. It shall include all new fixes, patches, releases, updates, versions and upgrades, as further defined below.

e) Technical Support. The term “technical support” refers to the range of services providing assistance for the software via the telephone, email, a website or otherwise.

f) Release or Update. The term “release” or “update” are terms that refer to a revision of software that contains defect corrections, minor enhancements, or improvements of the software’s functionality. This is usually designated by a change in the number to the right of the decimal point (e.g., from Version

5.3 to 5.4). An example of an update is the addition of new hardware.

g) Version or Upgrade. The term “version” or “upgrade” are terms that refer to a revision of software that contains new or improved functionality. This is usually designated by a change in the number to the left of the decimal point (e.g., from Version 5.4 to 6).

(2). Software License.

a) Unless otherwise stated in the Schedule of Supplies/Services, the Performance Work Statement, or Product Description, the software license provided to the Government is a perpetual, nonexclusive license to use the software.

b) The Government may use the software in a networked environment.

c) All limitations of software usage are expressly stated in the Schedule of Supplies/Services and the Performance Work Statement/Product Description.

d) The commercial computer software delivered under this contract may not be used, reproduced, or disclosed by the Government except as provided below or as expressly stated otherwise in this contract. The commercial computer software may be-

i. Used or copied for use with the computer(s) for which it was acquired, including use at any Government installation or agency to which the computer(s) may be transferred;

ii. Used or copied for use with a backup computer if any computer for which it was acquired is inoperative;

iii. Reproduced for safekeeping (archives) or backup purposes;

iv. Modified, adapted, or combined with other computer software;

v. Disclosed to and reproduced for use by support service Contractors or their subcontractors, subject to the same restrictions set forth in this contract; and

vi. Used or copied for use with a replacement computer.

e) Unauthorized Obligations.

i. Except as stated in paragraph (ii), when any supply or service acquired under this contract is subject to any commercial supplier agreement (as defined in 502.101) that includes any language, provision, or clause requiring the Government to pay any future fees, penalties, interest, legal costs or to indemnify the Contractor or any person or entity for damages, costs, fees, or any other loss or liability that would create an Anti-Deficiency Act violation ( 31 U.S.C. 1341), the following shall govern:

1) Any such language, provision, or clause is unenforceable against the Government.

2) Neither the Government nor any Government authorized end user shall be deemed to have agreed to such clause by virtue of it appearing in the commercial supplier agreement. If the commercial supplier agreement is invoked through an “I agree” click box or other comparable mechanism (e.g., “click-wrap” or “browse-wrap” agreements), execution does not bind the Government or any Government authorized end user to such clause.

3) Any such language, provision, or clause is deemed to be stricken from the commercial supplier agreement.

ii. Paragraph (u)(1) of this clause does not apply to indemnification or any other payment by the Government that is expressly authorized by statute and specifically authorized under applicable agency regulations and procedures.

f) Commercial supplier agreements unenforceable clauses.

https://www.acquisition.gov/gsam/part-502#GSAM_502_101 http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3

i. This agreement is a part of a contract between the commercial supplier and the U.S. Government for the acquisition of the supply or service that necessitates a license or other similar legal instrument (including all contracts, task orders, and delivery orders under FAR 12).

ii. End user. This agreement shall bind the ordering activity as end user but shall not operate to bind a Government employee or person acting on behalf of the Government in his or her personal capacity.

iii. Law and disputes. This agreement is governed by Federal law. Any language purporting to subject the U.S.

Government to the laws of a U.S. state, U.S. territory, district, or municipality, or a foreign nation, except where Federal law expressly provides for the application of such laws, is hereby deleted.

1) Any language requiring dispute resolution in a specific forum or venue that is different from that prescribed by applicable Federal law is hereby deleted. Any dispute regarding the license grant or usage limitations shall be resolved in accordance with the Disputes Clause incorporated in FAR 52.212-4(d).

2) Any language prescribing a different time period for bringing an action than that prescribed by applicable Federal law in relation to a dispute is hereby deleted.

3) Continued performance. The supplier or licensor shall not unilaterally revoke, terminate or suspend any rights granted to the Government except as allowed by this contract.

If the supplier or licensor believes the ordering activity to be in breach of the agreement, it shall pursue its rights under the Contract Disputes Act or other applicable Federal statute while continuing.

4) Arbitration; equitable or injunctive relief. In the event of a claim or dispute arising under or relating to this agreement, a binding arbitration shall not be used unless specifically authorized by agency guidance, and equitable or injunctive relief, including the award of attorney fees, costs or interest, may be awarded against the U.S. Government only when explicitly provided by statute (e.g., Prompt Payment Act or Equal Access to Justice Act).

iv. Updating terms. After award, the contractor may unilaterally revise commercial supplier agreement terms if they are not material. A material change is defined as:

1) Terms that change Government rights or obligations;

2) Terms that increase Government prices;

3) Terms that decrease overall level of service; or

4) Terms that limit any other Government right addressed elsewhere in this contract.

5) For revisions that will materially change the terms of the contract, the revised commercial supplier agreement must be incorporated into the contract using a bilateral modification.

6) Any agreement license terms or conditions unilaterally revised subsequent to award that are inconsistent with any material term or provision of this contract shall not be enforceable against the Government, and the Government shall not be deemed to have consented to them.

v. No automatic renewals. If any license or service tied to periodic payment is provided under this agreement (e.g., annual software maintenance or annual lease term), such license or service shall not renew automatically upon expiration of its current term without prior express consent by an authorized Government representative.

vi. Indemnification. Any clause of this agreement requiring the commercial supplier or licensor to defend or indemnify the end user is hereby amended to provide that the U.S. Department of Justice has the sole right to represent the United States in any such action, in accordance with 28 U.S.C. 516.

vii. Audits. Any clause of this agreement permitting the commercial supplier or licensor to audit the end user's compliance with this agreement is hereby amended as follows:

1) Discrepancies found in an audit may result in a charge by the commercial supplier or licensor to the ordering activity. Any resulting invoice must comply with the proper invoicing requirements specified in the underlying Government contract or order.

2) This charge, if disputed by the ordering activity, will be resolved in accordance with FAR http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3

52.212-4(d); no payment obligation shall arise on the part of the ordering activity until the conclusion of the dispute process.

3) Any audit requested by the contractor will be performed at the contractor's expense, without reimbursement by the Government.

(3). Software Maintenance and/or Technical Support.

a) If the Government desires to continue software maintenance and support beyond the period of performance identified in this Contract/Order, the Government will issue a separate contract or order for maintenance and support. Conversely, if a contract or order for continuing software maintenance and technical support is not received, the Contractor is neither authorized nor permitted to renew any of the previously furnished services.

b) The Contractor shall provide software support services, which includes periodic updates, enhancements and corrections to the software, and reasonable technical support, all of which are customarily provided by the Contractor to its commercial customers to cause the software to perform according to its specifications, documentation or demonstrated claims.

c) Any telephone support provided by Contractor shall be at no additional cost.

d) The Contractor shall provide all maintenance services in a timely manner in accordance with the Contractor’s customary practice or as defined in the Performance Work Statement or Product Description. However, prolonged delay (exceeding two business days) in resolving software problems will be noted in the Government’s various past performance records on the Contractor (e.g., www.cpars.gov).

e) If the Government allows the maintenance and support to lapse and subsequently wishes to reinstate it, any reinstatement fee charged shall not exceed the amounts that would have been charged if the Government had not allowed the subscription to lapse.

(4). Disabling Software Code.

The Government requires delivery of computer software that does not contain any code that will, upon the occurrence or the nonoccurrence of any event, disable the software. Such code includes but is not limited to a computer virus, restrictive key, node lock, time-out, or other function, whether implemented by electronic, mechanical, or other means, which limits or hinders the use or access to any computer software based on residency on a specific hardware configuration, frequency of duration of use, or other limiting criteria. If any such disabling code is present, the Contractor agrees to indemnify the Government for all damages suffered as a result of a disabling caused by such code, and the contractor https://www.acquisition.gov/gsam/part-552#GSAM_552_212_4 http://www.cpars.gov/ agrees to remove such code upon the Government’s request at no extra cost to the Government. Inability of the Contractor to remove the disabling software code will be considered an inexcusable delay and a material breach of contract, and the Government may exercise its right to terminate for cause. In addition, the Government is permitted to remove the code as it deems appropriate and charge the Contractor for consideration for the time and effort expended in removing the code.

(5). Manuals and Publications.

Upon Government request, the Contractor shall furnish the most current version of the user manual and publications for all products/services provided under this Contract/Order at no cost.

B.3 CONTRACT ADMINISTRATION

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: To Be Determined (TBD)

b. GOVERNMENT: Evan Schlisserman Contracting Officer Evan.Schlisserman@va.gov

Department of Veterans Affairs Technology Acquisition Center

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[ ] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Payment shall be made in accordance with Section B.4 Price Schedule

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

mailto:Evan.Schlisserman@va.gov

AMENDMENT NO DATE

TBD

5. The Integrated Purchase Request (IPR) number for Billing Purposes: 593-26-3-163-

6. Acquisition Review Module (ARM) approval number: 202705

B.4 PRICE SCHEDULE

Delivery shall be in accordance with Section B.5, Product Description.

NOTE: Offerors are instructed to complete Section B.4 and submit with their quote.

Offerors are cautioned that alterations to the line items as specified below will not be accepted and will render quotes unacceptable. All questions shall be directed to the Contract Specialist, Julia Renna.

All prices shall contain no more than two decimal places. For each priced line item, ensure the Unit Price column multiplied by the Quantity column equals the Extended Price column.

Hardware, Software, Implementation Services, and Maintenance

BASE PERIOD

Period of Performance (PoP): 12 Months from Date of Award

CLIN DESCRIPTION QTY

UNIT

OF

ISSUE

UNIT

PRICE

EXTENDED

PRICE

Elo Self-Service Check in 22" Kiosks Product Service Code (PSC): 7D20 Part Number: E421325

19 EA $ $

Elo Self-Service Check in Kiosks Floor Stand

PSC: 7D20

Part Number: E797162

19 EA $ $

Elo 22" bardcode/QR scanner

PSC: 7D20

Part Number: E384627

18 EA $ $

Orchestra O7 Kiosk software platform w/below options

PSC: 7D20

Part Number: 10115901

19 EA $ $

Qmatic Orchestra Compliant Patient Queuing hub

PSC: 7D20

Part Number: 10216100

1 EA $ $

SW hub media player license

PSC: 7D20

Part Number: 10115403

1 EA $ $

4 - Port ethernet switch

PSC: 7D20

Part Number: GS305

1 EA $ $

Bogen 35 Watt Mixer Amplifier -Classic Series UL/CSA

PSC: 7D20

Part Number: CC4021

1 EA $ $

Control 12C/T compact ceiling Speakers

PSC: 7D20

Part Number: FAP33T-W

2 EA $ $

Cat5e Cable - 300' Box

PSC: 7D20

Part Number: 56917748

1 EA $ $

Media player for Android

PSC: 7D20

Part Number: E793359

1 EA $ $

SW hub base license

PSC: 7D20

Part Number: 10115400

1 EA $ $

Orchestra 7 Platform

PSC: 7D20

Part Number: 10115600

1 EA $ $

Journey Manager -standard

PSC: 7D20

Part Number: 10115624

1 EA $ $

Counter

PSC: 7D20

Part Number: 10115640

1 EA $ $

Reports

PSC: 7D20

Part Number: 10115660

1 EA $ $

Operations Panel

PSC: 7D20

Part Number: 10115662

1 EA $ $

Staff Notifications

PSC: 7D20

Part Number: 10115644

Media Display

PSC: 7D20

Part Number: 10115682

2 EA $ $

Digital Signage

PSC: 7D20

Part Number: 10115683

1 EA $ $

Customer Notification

PSC: 7D20

Part Number: 10115680

1 EA $ $

Voice Announcements

PSC: 7D20

Part Number: 10115681

1 EA $ $

Delivered Services

PSC: 7D20

Part Number: 10115700

1 EA $ $

Surface Editor

PSC: 7D20

Part Number: 10115722

1 EA $ $

Travel Expenses

PSC: 7D20

Part Number: 10999112

1 EA $ $

System Analyst

PSC: 7D20

Part Number: 10999103

33 HR $ $

Project Management

PSC: 7D20

Part Number: 10999817

13 HR $ $

Qmatic Certified Installation

PSC: 7D20

Part Number: 10999127

76 HR $ $

Qmatic certified user training

PSC: 7D20

Part Number: 10999818

1 EA $ $

Care Orchestra 7 Standard - 1 YearPSC:

7D20 Part Number: 10999614

0031 Care Hardware Support - 1 year 1 EA $ $

PSC: 7D20

Part Number: 10999841

TOTAL ORDER COST: $

B.5 PRODUCT DESCRIPTION

PRODUCT DESCRIPTION (PD)

DEPARTMENT OF VETERANS AFFAIRS

North Las Vegas Medical Center

Technology Office

Brand Name Qmatic New Patient Queuing Kiosk Solution

Date: 8/11/2026

VA-26-00075155

PD Version Number: 1.0

1.0 PRODUCT REQUIREMENTS

The Department of Veterans Affairs (VA) Technology Office, North Las Vegas Medical Center (NLVMC) has a requirement to replace the existing Patient Queuing Kiosks that have reached end of life and provide a fully integrated replacement solution compatible with the existing proprietary Qmatic Orchestra 7.1 patient queuing infrastructure. The replacement patient queuing kiosk solution (hereinafter referred to as the “solution”) shall provide all products, software, licensing, installation, integration, testing, configuration and support necessary to satisfy the requirements of this Product Description. The Government requires delivery, installation, configuration, integration, testing, and operational acceptance of nineteen Qmatic-compatible Elo Touch Solutions (Elo) 22-inch self-service floor-standing patient queuing kiosks and associated software, hardware, licensing, and ancillary equipment. The kiosks shall integrate seamlessly with the Government’s existing proprietary Qmatic Orchestra 7.1 Patient Queuing infrastructure currently deployed at the NLVMC. The solution shall support patient self-check-in throughout the NLVMC while allowing VA personnel to manage patient flow, call patients for appointments, and track patient data through Office of Information Technology (OIT) approved workstations. The Contractor shall remove all existing kiosks and deliver them to the Program Manager for government disposition.

The Solution shall also include one (1) Qmatic proprietary Orchestra 7.1 Patient Queuing Hub, associated proprietary Qmatic Orchestra 7.1 compatible software modules, networking components, ancillary equipment, programming, system configuration, and integration services necessary to provide a fully operational patient queuing solution. All equipment, software, and programming shall be installed, configured, and tested as a complete integrated solution prior to Government acceptance.

Patient queuing kiosks must have a 22” display screen and utilize Projected Capacitive (PCAP) 10-touch technology with Full HD (1920 x 1080) resolution and shall be powered by either a Qmatic PC or an Elo Backpack computing engine running Qmatic-supported kiosk applications. The hardware shall be Americans with Disabilities Act (ADA) and European Accessibility Act (EAA) compliant. Additionally, the kiosks shall operate on Windows Server 2016 through 2022 or Ubuntu Long-Term Support (LTS)

20.04 or later. Configurations shall be explicitly compatible with thermal ticketing printers.

The Contractor/technicians shall be Qmatic Original Equipment Manufacturer (OEM) factory-certified or otherwise authorized by the manufacturer to install, configure, program, and integrate the solution with the existing Qmatic proprietary Patient Queuing infrastructure within the NLVMC.

1.1 BRAND NAME PRODUCT REQUIREMENTS

Hardware: The below listed hardware, which makes up the Qmatic patient queuing kiosk, as well as associated auxiliary items needed to allow Qmatic Orchestra 7.1 platform operations as described in paragraph 1 above.

The below listed Software/Applications must be used to allow integration with the current Qmatic proprietary Orchestra 7.1 patient Queuing system currently in place at the NLVMC:

Software/Applications Manufacturer Part Number Quantity Orchestra 7.1 (O7) Kiosk software platform to include options listed in this chart below Qmatic 10115901

Orchestra 7.1 Platform Qmatic 10115600 1 Journey Manager - standard Qmatic 10115624 1 Counter Qmatic 10115640 1 Reports Qmatic 10115660 1 Operations Panel Qmatic 10115662 1 Staff Notifications Qmatic 10115644 1 Media Display Qmatic 10115682 2 Digital Signage Qmatic 10115683 1 Customer Notification Qmatic 10115680 1 Voice Announcements Qmatic 10115681 1 Delivered services Qmatic 10115700 1 Surface editor Qmatic 10115722 1 Media player for Android (Qmatic Orchestra 7.1 compatible) Elo E793359

SW hub base license Qmatic 10115400 1 SW hub media player license Qmatic 10115403 1

Description Manufacturer Part Number

Quantity

Elo Self-Service Kiosks 22” screen (Qmatic Orchestra 7.1 Compatible)

E421325 19 EA

Elo Self-Service Check in Kiosks Floor Stand (Qmatic Orchestra 7.1 Compatible)

E797162 19 EA

Kiosk 22” floor install pack (Elo kiosk compatible) Q30020036 19 EA Elo Barcode/QR scanner (Qmatic Orchestra 7.1 Compatible) E384627 18 EA Queuing Hub (Qmatic Orchestra 7.1compatible) 10216100 1 EA 4 port Ethernet switch GS305 1 EA Cat 5E Ethernet cable 300 feet 56917748 1 EA 35-Watt Mixer Amplifier (70V compatible) CC4021 1 EA IED Control 12 C/T compact ceiling speakers (70V compatible)

FAP33T-W 2 EA

1.1.1 IMPLEMENTATION SERVICES

1.1.2 QMATIC CARE MAINTENANCE

1.2

LOCATIONS

Tasks under this PD shall be performed at the following VA Site:

Facility Name Facility Address POC/Phone North Las Vegas VA

Medical Center 6900 N. Pecos Rd.

N. Las Vegas NV 89086 Steven Smith

702-791-9000 X14436

1.3 GENERAL SUPPORT REQUIREMENTS

The following requirements are for the New Patient Queuing Kiosk solution

1.3.1 SUPPORT REQUIREMENTS

1. This solution shall support integration into the current Qmatic Patient Queuing system (Orchestra 7.1 Platform) infrastructure in-place at the NLVMC

1.3.2 FUNCTIONAL/SOFTWARE CAPABILITY REQUIREMENT

1. All software applications will be compatible with the current version of Qmatic

Orchestra 7.1 platform in-place at the NLVMC

2. All software components of the solution shall be VA OIT TRM approved.

3. All required software (Kiosk and HUB) must be officially Qmatic licensed.

1.3.3 KIOSK EQUIPMENT REQUIREMENT

1. This solution shall provide Qmatic Orchestra 7.1 platform compatible 22” patient

Queuing kiosks and Qmatic compatible HUB.

2. This solution will provide Qmatic compatible ancillary equipment as listed in the table above.

Description Manufacturer Part No.

Quantity

Travel expenses 10999112 1 System Analyst 10999103 33 Project Management 10999817 13 Qmatic Certified Installation 10999127 76 Qmatic Certified User Training 10999818 1

Description Manufacturer Part No.

Care Orchestra 7.1 Standard - 1 Year 10999614 Care Hardware Support - 1 year 10999841

1.4 SUPPLEMENTAL REQUIREMENTS

1.4.1 PROJECT KICK OFF MEETING

No later than 20 days after award, or on a mutually agreed upon date, an on-site project kick-off meeting shall be held at the facility. The purpose of the kick-off meeting is to review project scope; system requirements; verify site conditions; and to ensure there is an understanding between VA and the Contractor of the approach, major actions, the schedule for key milestones, and what is needed from VA and the Contractor to ensure project success. The Contractor shall deliver a Master Installation Plan and Schedule encompassing the site. The Plan shall include:

a. Installation schedule with associated tasks and any foreseen risks or constraints.

b. Equipment to be installed;

c. Connectivity diagram showing specific connection at each physical port;

d. Government Furnished Equipment requirements to include connections and type;

e. Other required items necessary for successful equipment installation.

Deliverable:

A. Master Installation Plan and Schedule B. Equipment listing for each area of kiosk installation

1.4.2 PATIENT KIOSK AND HUB INSTALLATION

The Contractor shall install all systems, software, and equipment procured under this contract in accordance with the accepted Master Installation Plan and Schedule.

The Contractor shall provide all necessary parts, racks, mounts, brackets, installation kits, connections/connectors, ancillary equipment, and cables necessary to install the required hardware and systems to an operational state. Any incidental hardware shall be identified in the Contractor’s quote or proposal.

Vendor shall have the capability to access, program and install all required activities for the proprietary Qmatic Orchestra platform software located on the segment of the NLVMC server.

If required by the Original Equipment Manufacturers (OEM), all equipment and systems shall be installed by OEM certified technicians and installers

1.4.3 QUEUING KIOSK TESTING AND BURN-IN

The contractor shall provide, at minimum, the results of the manufacturer’s recommended systems acceptance test within two (2) weeks of test completion.

The Contractor shall also execute a VA authored acceptance test plan with members of the VA operations staff. This test plan is to be provided prior to installation of the solution.

The Contractor shall provide an equipment burn-in period of thirty (30) days immediately following the systems acceptance test, prior to commencement of the 12 MONTH warranty period. The contractor shall be responsible for any hardware or software failures during this same 30-day burn-in period.

All issues and failures identified during the testing and burn-in period shall be addressed by the Contractor at no additional cost to the government.

Upon successful conclusion of the installation, test, and burn-in at the facility, the Contractor shall submit a certification of operational readiness to the VA within 7 business days.

1. All Power, and Network and requirements will be handled by the VA Facility Management; and the offeror shall clearly state their requirements for compatibility with that cabling.

Contractor shall be responsible for any damage to furniture, or the building caused by the Contractor or their agents at the site listed above. It is incumbent upon the Contractor to identify to the COR any existing damage to the relevant areas of the building/furniture. All corrections and repairs to any building/furniture damage caused by the Contractor are at Contractor's expense.

Deliverable:

A. Test and Burn in plan B. Test and Burn in results and operational certifications

1.4.4 DELIVERY AND WARRANTY REQUIREMENTS

Delivery of all hardware and software shall be completed within 90 days from the date of award. Additionally, installation of hardware and software, testing, and burn-in shall be completed within 180 days of award. Contractor shall also provide 12 months of warranty and maintenance support, which shall begin upon completion of installation, testing, and burn-in.

2.0 NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL

INFORMATION AND COMMUNICATION TECHNOLOGY (ICT)

PROCUREMENTS (SECTION 508)

On January 18, 2017, the Access Board issued a final rule that updated accessibility requirements covered by Section 508 and refreshed guidelines for telecommunications equipment subject to Section 255 of the Communications Act. The final rule went into effect on January 18, 2018. The revisions and updates to the Section 508-based standards and Section 255-based guidelines are intended to ensure that information and communication technology (ICT) covered by the respective statutes is accessible to and usable by individuals with disabilities.

2.1 SECTION 508 – INFORMATION AND COMMUNICATION TECHNOLOGY (ICT)

STANDARDS

The Section 508 standards established by the Access Board are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure ICT.

These standards are found in their entirety at: Revised 508 Standards and 255 Guidelines (access-board.gov). A single PDF file version of the Revised Section 508 Standards and 255 Guidelines will be supplied upon request or can be obtained from the Access Board website. Federal agencies must comply with the Rehabilitation Act of 1973, as amended.

The Contractor shall comply with “508 Chapter 2: Scoping Requirements” for all electronic ICT and content delivered under this contract. Specifically, as appropriate for the technology and its functionality, the Contractor shall comply with the technical standards marked here:

☒ E205 Electronic Content – (Accessibility Standard -WCAG 2.0 Level A and AA Guidelines)

☒ E204 Functional Performance Criteria ☒ E206 Hardware Requirements ☒ E207 Software Requirements ☒ E208 Support Documentation and Services Requirements

2.2 COMPATABILITY WITH ASSISTIVE TECHNOLOGY

The standards do not require installation of specific accessibility-related software or attachment of an assistive technology device. Section 508 requires that ICT be compatible with such software and devices so that ICT can be accessible to and usable by individuals using assistive technology, including but not limited to screen readers, screen magnifiers, and speech recognition software.

2.3 ACCEPTANCE AND ACCEPTANCE TESTING

Deliverables resulting from this solicitation will be accepted based in part on satisfaction of Section 508 Chapter 2: Scoping Requirements standards identified above.

The Government reserves the right to test for Section 508 Compliance before delivery.

The Contractor shall be able to demonstrate Section 508 Compliance upon delivery.

Deliverable:

A. Results of all testing and network operation activities B. All equipment documentation to be used for VA archiving

3.0 INFORMATION TECHNOLOGY USING SUSTAINABLE PRODUCTS

Not Applicable

4.0 SHIPMENT OF HARDWARE OR EQUIPMENT

https://www.access-board.gov/ict/ https://www.access-board.gov/ict/

Inspection: Destination Acceptance: Destination Free on Board (FOB): Destination

Ship To and Mark For:

Primary Alternate

Name: Steven Smith Name: Eric Simmons Address: 6900 N. Pecos Rd.

N. Las Vegas, NV 89086 Address: 6900 N. Pecos Rd.

N. Las Vegas, NV 89086 Voice: 702-791-9000 X14436 Voice: 702-791-9000 X14961 Email: Steven.smith13@va.gov Email: Eric.Simmons3@va.gov

4.1 SPECIAL SHIPPING INSTRUCTIONS

Prior to shipping, Contractor shall notify Site POCs, by phone followed by email, of all incoming deliveries including line-by-line details for review of requirements. The Contractor shall not make any changes to the delivery schedule at the request of Site

POC.

Contractors shall coordinate deliveries with Site POCs before shipment of kiosk hardware to ensure sites have adequate storage space.

All shipments, either single or multiple container deliveries, shall bear the VA IFCAP Purchase Order number (if applicable) on external shipping labels and associated manifests or packing lists. In the case of multiple container deliveries, a statement readable near the VA Integrated Funds Distribution, Control Point Activity, Accounting and Procurement (IFCAP) Purchase Order (PO) or Contract number shall indicate total number of containers for the complete shipment (e.g. “Package 1 of 2”), clearly readable on manifests and external shipping labels.

Packing Slips/Labels and Lists shall also include the following:

IFCAP PO # or Contract No.: ____________ (e.g., 166-E11234 (the IFCAP PO number is located in block #20 of the Standard Form, SF 1449)) Project Description: (e.g. Tier I Lifecycle Refresh)

Total number of Containers: Package ___ of ___. (e.g., Package 1 of 3)

5.0 GENERAL REQUIREMENTS

5.1 VA TECHNICAL REFERENCE MODEL

The Contractor shall comply with the VA OIT Technical Reference Model (VA TRM).

Compliance with the VA TRM is achieved by using only technologies and standards that are listed as approved for use in the VA TRM. The Contractor shall provide all necessary information requested by VA to ensure TRM approval is obtained prior to use on VA’s network.

mailto:Steven.smith13@va.gov mailto:Eric.Simmons3@va.gov

5.2 ZERO TRUST – VA CRITICAL SECURITY CONTROLS

VA has established minimum mandatory security requirements and requires that any network connected software system or service must meet the VA Critical Security Controls as outlined in the VA Memorandum, “VA Security Controls”, https://www.voa.va.gov/DocumentView.aspx?DocumentID=5010. VA Critical Security Controls identify the minimum mandatory requirements that must be implemented across all VA enterprise infrastructure, cloud computing environments, information systems, networks, and specialized devices (medical devices/systems, special-purpose systems, and research scientific computing devices) that process, store, and/or transmit VA data. Effective July 1, 2025, the Contractor shall implement these VA Critical Security Controls, within any network connected software system or service prior to being authorized for use in the VA. This functional requirement is not negotiable, and Plan of Action & Milestones (POAM) will not be accepted in the event these controls cannot be implemented for new systems. Critical Security Controls are intended to increase VA’s security posture and provide security and privacy risk visibility into the VA network and is not a new requirement. The Contractor’s failure to maintain these VA Critical Controls after implementation will result in VA discontinuing the use of the system.

5.3 SOCIAL SECURITY NUMBER (SSN) REDUCTION

The Contractor solution shall support the Social Security Number (SSN) Fraud Prevention Act (FPA) of 2017 which prohibits the inclusion of SSNs on any document sent by mail. The Contractor support shall also be performed in accordance with Section 240 of the Consolidated Appropriations Act (CAA) 2018, enacted March 23, 2018, which mandates VA to discontinue using SSNs to identify individuals in all VA information systems as the Primary Identifier. The Contractor shall ensure that any new IT solution discontinues the use of SSN as the Primary Identifier to replace the SSN with the Integrated Control Number (ICN) in all VA information systems for all individuals. The Contractor shall ensure that all Contractor delivered applications and systems integrate with the VA Master Person Index (MPI) for identity traits to include the use of the ICN as the Primary Identifier. The Contractor solution may only use a Social Security Number to identify an individual in an information system if and only if the use of such number is required to obtain information VA requires from an information system that is not under the jurisdiction of VA.

5.4 INTERNET PROTOCOL VERSION 6 (IPV6)

The Contractor solution shall support IPv6-Only based upon the memo issued by the Office of Management and Budget (OMB) on November 19, 2020 (https://www.whitehouse.gov/wp-content/uploads/2020/11/M-21-07.pdf). Which defines IPv6-only as the state of an operational system or service when IPv4 protocol functions (addressing, packet forwarding) are not in use. The NIST USGv6 profile defines technical requirements for a product to be capable of operating in IPv6-Only environments. IPv6-Only technology, in accordance with the USGv6 Program (https://www.nist.gov/programs-projects/usgv6-program/usgv6-revision-1), NIST Special Publication (SP) 500-267B Revision 1 “USGv6 Profile” (https://doi.org/10.6028/NIST.SP.500-267Br1), and NIST SP 800-119 “Guidelines for the Secure Deployment of IPv6” (https://doi.org/10.6028/NIST.SP.800-119), compliance shall be included in all IT infrastructures, application designs, application development, https://www.voa.va.gov/DocumentView.aspx?DocumentID=5010 https://www.whitehouse.gov/wp-content/uploads/2020/11/M-21-07.pdf https://www.nist.gov/programs-projects/usgv6-program/usgv6-revision-1 https://doi.org/10.6028/NIST.SP.500-267Br1 https://doi.org/10.6028/NIST.SP.800-119 operational systems and sub-systems, and their integration. In addition to the above requirements, all devices, applications, and systems shall support all applicable functionality on native IPv6-Only as well as dual stack (IPv6 / IPv4) connectivity without additional memory or other resources being provided by the Government, so that they can function in a mixed environment. All public/external facing servers and services (e.g., web, email, DNS, ISP services, etc.) shall support native IPv6-Only and dual stack (IPv6 / IPv4) users and all internal infrastructure and applications shall support using native IPv6-Only and dual stack (IPv6 / IPv4) for all functionality and operations.

5.5 SOFTWARE AND LICENSING REQUIREMENTS

The Contractor shall be responsible for the provision of all software licenses and any associated licensing maintenance required for any development, delivery, integration, operation, and/or maintenance associated with its proposed application(s), software products, software solution, and/or system including, but not limited to, any and all application(s), software and/or software products that comprise, are a part of, or integrate with the Contractor’s proposed application(s), software products, software solution, and/or system for the life of any resulting contract.

5.6 TRUSTED INTERNET CONNECTION (TIC)

The Contractor solution shall meet the requirements outlined in Office of Management and Budget Memorandum M-19-26, “Update to the Trusted Internet Connections (TIC) Initiative“ (https://www.whitehouse.gov/wp-content/uploads/2019/09/M-19-26.pdf), VA Directive 6513 “Secure External Connections”, and shall comply with the TIC 3.0 Core Guidance Documents, including all Volumes and TIC Use Cases, found at the Cybersecurity & Infrastructure Security Agency (CISA) (https://www.cisa.gov/publication/tic-30-core-guidance-documents.)

5.7 GENERATIVE ARTIFICIAL INTELLIGENCE REQUIREMENTS

If Artificial Intelligence (AI) is part of the Contractor system/solution, the Contractor shall be in compliance with E.O. 13960 and 14319, OMB Memorandums M-25-21, M-25-22, and M-26-04, and VA Directive and Handbook 6500 to support VA in trustworthy, secure, responsible, accountable, Truth Seeking, and Ideologically Neutral AI innovation.

No web-based, publicly available generative AI service has been approved for use with VA-sensitive data including, but not limited to OpenAI’s ChatGPT, Microsoft’s Copilot, Google’s Gemini, and Anthropic’s Claude. No PII, protected health information (PHI), or VA-sensitive data should be entered into these unapproved services. The entire definition of VA Sensitive Data can be found at 38 U.S.C. § 5727 (23). The Contractor shall protect VA Sensitive data from unauthorized disclosure or use, and from being used to train or improve the functionality of the vendor's commercial offerings without express permission from VA. Only VA-hosted instances of generative AI services may be approved for use with VA-sensitive data.

The Contractor shall deliver the services, technical data, configurations, models, weights, documentation or other information, including source code, developed during contract performance. The Contractor, in collaboration with VA, must evaluate the https://www.whitehouse.gov/wp-content/uploads/2019/09/M-19-26.pdf https://www.cisa.gov/publication/tic-30-core-guidance-documents output of any AI tool for accuracy prior to using the output in VA efforts. All data, including models, weights, algorithms, and outputs generated using either Government-furnished data or data first developed under this contract shall be the property of the Government with unlimited rights as defined by FAR 52.227-14. The Contractor shall also deliver any custom-developed code developed with AI methodologies in accordance with the SHARE IT Act, if applicable. VA shall also retain unlimited rights to any improvements to that data, including the continued design, development, testing, and operation of AI systems and/or systems utilizing AI.

The Contractor shall ensure that all AI Systems, including Large Language Models (LLM), whether standalone LLMs or integrated into broader software platforms, procured under this effort and/or used in performance of this contract complies with the Unbiased AI Principles as defined in Executive Order 14319 and OMB Memorandum M- 26-04, e.g. Truth Seeking and Ideologically Neutral, as applicable to the intended use of the system.

The Contractor shall ensure that AI System/LLM generated outputs are truthful in responding to user prompts seeking factual information or analysis, prioritize historical accuracy, scientific inquiry, and objectivity, as well as acknowledge uncertainty where reliable information is incomplete or contradictory and do not fabricate, hallucinate, or present unverifiable information as fact.

The Contractor shall ensure that LLMs and AI outputs are neutral, nonpartisan tools that do not manipulate responses in favor of ideological dogmas such as Diversity, Equity, and Inclusion (DEI). The Contractor shall ensure that the LLMs, including the AI System, are not intentionally encoded with partisan or ideological judgments within an AI System’s/LLM’s outputs unless those judgments are prompted by or otherwise readily accessible to the end user.

Compliance with the AI requirements of this contract, including adherence to the Unbiased AI Principles, Truth-Seeking and Ideological Neutrality requirements, disclosure obligations, monitoring and reporting requirements, and corrective action responsibilities, is a material condition of eligibility for payment and continued performance. In accordance with OMB Memorandum M-26-04, failure to comply with these requirements, or refusal to take timely and appropriate corrective action to remedy identified noncompliance, may constitute a material breach of contract and may result in remedies consistent with the terms of the contract and applicable law including but not limited to withholding of payment, termination for cause/default, or other appropriate contractual remedies, as determined by the Contracting Officer.

All AI for delivery and/or use in performance of the contract shall adhere to the VA Trustworthy AI Framework, available at https://department.va.gov/ai/trustworthy/. Once the Contractor has obtained CO authorization to use specific AI in contract performance, the Contractor shall provide the COR a signed Statement of Attestation prior to AI implementation as identified in the Artificial Intelligence in VA Contracts clause, to include its associated list of AI being used in contract…