36C24122Q0473.docx

SUBJECT*

Spok WebXchange Upgrade

GENERAL INFORMATION

SET-ASIDE

VA Boston Healthcare System

POSTAL CODE

COUNTRY

CONTACT INFORMATION

Network Contracting Office 1

421 North Main Street Leeds MA 01053-9764

POINT OF CONTACT*

Contracting Officer Chelsea Smith chelsea.smith2@va.gov 413-584-4040

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

Pre-solicitation Notice of Intent to Sole Source

Pre-Solicitation Notice of intent to award a sole source contract. This is not a solicitation. The Department of Veterans Affairs intends to negotiate a sole source contract with:

Standard Communications, Inc.

5402 Leeds Manor Rd Hume, VA 22639-1758 ueiSAM: GNGPUJ9F9AC9

The Department of Veterans Affairs VA Medical Center intends to award a Firm Fixed Price, Sole Source contract for staging, installation, database services, configuration, training, and support for replacing the Spok IntelliWeb application currently in use at VA Boston with Spok WebXchange. The current paging system is provided by Spok and there are no other vendors that can meet their expertise in technology and subject matter, Spok is the sole provider of the products required for this procurement. Moving to an entirely new paging system and software would severely disrupt patient care workflow. Standard Communications Inc is the only authorized and certified SDVOSB that offers and delivers the Spok system to the Department of the Veterans Affairs

The authority for applying the Simplified Procedures for Commercial Items of FAR 13.5 is 41 U.S.C. 1901. This statute is implemented by for restricting competition on this procurement via FAR 13.106-1(b)(2).

The intent is to procure these services on a sole source basis. No solicitation will be posted to Contract Opportunities.

The NAICS 541519. The size standard is $30M. The PSC/FSC is 7H20.

Interested persons may contact the Contracting Officer/Contract Specialist by email at chelsea.smith2@va.gov regarding this procurement. The determination to conduct a competitive procurement based on responses to this notice is solely within the discretion of the Contracting Officer.

Response must be received by 5:00PM EST 04/22/2022.

Presolicitation Notice Presolicitation Notice

Presolicitation Notice

Performance Work Statement – VA Boston Healthcare System Migration from Spok Web to WebXchange

1.0 Scope. This Statement of Work covers the staging, installation, database services, configuration, training, and support for replacing the Spok IntelliWeb application currently in use at VA Boston with Spok WebXchange. VABHS seeks to update its current solution for hospital communication that includes web-based staff directory/on-call application and paging application to an updated platform with greater functionality to better suit the needs of the healthcare system.

2.0 Background. The VA Boston Healthcare System, the largest consolidated facility in VISN 1, encompasses 3 main campuses and 5 outpatient clinics within a 40-mile radius of the greater Boston area. The consolidated facility consists of the Jamaica Plain Campus, the West Roxbury Campus, and the Brockton Campus. In addition to the 3 main medical centers, the Community Based Outpatient Clinics (CBOCs) that make up the VA Boston Healthcare System (VA BHS) are located in Framingham, Lowell, Quincy, Plymouth and Causeway Street (Boston). Currently, VA Boston utilizes Spok IntelliWeb for a web-based paging application in addition to web-based on-call schedule application that was implemented in 2018. A migration over to a different Spok platform is needed as Spok Console 7.9.215, reached EOM (End of Mainstream) 12/31/2020, and will reach EOL (End of Life) 6/30/2022. By migrating to Spok WebXchange, the paging server and interface server will be combined into a single server without the use of an onsite console. Additionally, the new system will continue to provide the DTMF paging interface currently used but will allow for multiple page forward capability which is currently not available on Spok IntelliWeb.

3.0 General Requirement. Proposed clinical workflow system must seamlessly integrate into existing SPOK paging system and be compatible with the Spok T5 encrypted pagers, Unications, T3 currently used by VABHS.

4.0 Contractor Services. Contractor services shall include staging, installation, database services, configuration, training and support of the proposed system. This shall include on-site and off-site services. The contractor and VABHS shall cooperate to establish hours of access to VABHS premises that are mutually agreed upon by both Parties.

4.1 Pre-Implementation/Staging. Contractor shall assign project team responsible for working directly with VABHS to develop project plan and timeline prior to installation of system. This includes confirming necessary hardware needs, compatibility requirements, connectivity requirements and coordination of any assignments necessary to be completed by contractor and VABHS in order for installation to begin. This shall include verifying secure connectivity, verifying rights and permissions for servers and databases, and staging the servers and in preparation for the installation of Spok software components.

4.2 Installation/Technical Set-up. Contractor shall perform all necessary hardware configuration, software installation and configuration, ancillary software installation and configuration, data migration and confirmation, application testing, data validation and any other tasks necessary to prepare for proper implementation of system. This shall include remote as well as on-site installation work as needed for completion of this phase. Contractor shall prepare the environment and processes for user acceptance test (UAT) and support UAT as needed.

4.3 Database Services. Contractor shall provide support for execution of database upgrade queries in association with system upgrades in addition to review and testing of any contracted database update feeds.

4.4 Training. Contractor shall provide necessary training VA system administration staff on added features, and/or update training for system upgrades. Provide VA training to the user community, and/or provide Train the Trainer (“TTT”) sessions for VA trainers through remote online sessions. Contractor shall work with VABHS to create a training schedule to ensure an adequate number of training sessions for all necessary supervisors and super users. Provide training materials in the form of electronic documents

4.5 Implementation. Contractor shall coordinate implementation of Spok WebXchange working closely with VABHS to ensure proper operations of the system. Contractor support shall be available during the duration of implementation both remotely and on site. Contractor shall address any deficiencies or identify plans for follow up prior to VABHS acceptance. VABHS shall complete formal customer acceptance acknowledging project deliverables have been delivered as intended.

4.6 Post-implementation. Contractor shall resolve any outstanding issues related to system implementation. Project will be transitioned to VABHS technical staff only after system is functionally complete without outstanding items and all project phases have been completely delivered.

4.7 Ongoing support. Contractor shall provide 12 months of initial maintenance and support for hardware and software as part of this procurement. Additional maintenance and license fees beyond the first 12 months shall be included for optional years 1-4 an additional cost.

5.0 VABHS Responsibilities. VABHS shall be responsible for the following areas:

5.1 Project Requirements:

5.1.1 Provide a single point of contact for project coordination.

5.1.2 Responsible for ensuring that appropriate personnel are available during normal business hours.

5.1.3 Perform all data cleansing prior to data import

5.1.4 Provide data in a format approved by the VA and Contractor and will submit to Contractor for review.

5.1.5 Responsible for providing electricity and network connectivity for ancillary devices, such as serial to IP converters and modems that are included with the project.

5.1.6 Provide a stable infrastructure to support the project during the system testing and production cutover phases of the project.

5.1.7 Provide all necessary server access to support work activities throughout the project.

5.1.8 Coordinate the availability and participation of key people within VA possessing the necessary business and technical knowledge.

5.1.9 Provide accurate and detailed information related to VA current processes in a timely manner.

5.1.10 Where Contractor identifies that it needs information with respect to products or services that are provided to VA by third parties, VA shall work with such third parties to ensure they provide the information Contractor needs in a timely manner.

5.1.11 Obtain, if required, all third-party consents including any consents needed for Contractor to access relevant third-party software.

5.1.12 Actively attend and participate in weekly meetings.

5.1.13 Provide a technical resource for setup, testing and validation of all paging and messaging integration.

5.1.14 Provide Contractor required remote access for installation, setup and configuration of the Spok solution.

5.1.15 Provide accurate and detailed information related to VABHS current processes in a timely manner.

5.2 Hardware Requirements:

5.2.1 Responsible for any existing voice system costs associated with updating, adding, re-placing hardware and/or software and labor required to allow Contractor to integrate to the existing voice system.

6.0 Compatibility Requirements:

6.1 Contact Center Site License

6.2 Web Site License

6.3 Single Sign-On

6.4 Messaging Application Software

6.5 Administrator Workstation Software

6.6 Care Connect Speech DTMF Base

6.7 Base Hardware

6.8 Professional Services

6.8.1 Installation

6.8.2 Configuration

6.8.3 Training

6.8.4 Project Management

6.8.5 Software Assurance and Maintenance

7.0 Technical Evaluations. Technical evaluations shall include vendor participation in a remote or on-site demonstration at VA Boston Healthcare System, 1400 VFW Parkway, West Roxbury 02132.

8.0 Records Management. The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

8.1 Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

8.2 Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

8.3 Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

8.4 Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

8.5 Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

8.6 The Government Agency owns the rights to all data/records produced as part of this contract.

8.7 The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8.8 Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

8.9 No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

8.10 Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.