36C24425Q0396.docx

SOURCES SOUGHT NOTICE

GENERAL INFORMATION

Network Contracting Office 4 Services 4 1010 Delafield Road

POINT OF CONTACT*

Contract Specialist Antonio Armstrong antonio.armstrong2@va.gov 610-384-7711 x3236

PLACE OF PERFORMANCE

135 E 38th Street

Erie PA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

This is a SOURCES SOUGHT NOTICE only. Responses to this notice will be used for information and planning purposes. No quotes are being requested or accepted at this time with this notice.

The Department of Veterans Affairs, Erie VA Medical Center, Erie, PA 16504, has a brand name only requirement for Vocera Communications Inc., Service Contract. Potential Sources shall respond with their ability to provide these services as outlined in the draft SOW (See below).

The North American Industry Classification System (NAICS) code being considered for this procurement is 541519 Other Computer Related Services, and the Product Service Code (PSC) is 7C21 IT and Telecom – Other Data Center Facilities Products (Hardware and Perpetual License Software) as a Service. The Small Business Size Standard is $34 million. Responses to this notice should include the following:

1. Company name

1. Data Universal Numbering System (DUNS) number

1. Company’s address,

1. Point of Contact information (i.e. title, phone number and email address)

1. Company’s capability to meet this requirement and any pertinent information which demonstrates the company’s ability to meet the above requirements.

1. GSA Federal Supply Schedule contract number, NASA SEWP contract number, or other applicable contract vehicle contract number, if within scope of this effort (if applicable).

Company’s type of business (small or large) and socioeconomic status whether Service Disable Veteran Owned, Veteran Owned, Hubzone, 8(a), Women Owned, Small Disadvantaged, etc. If applicable, Service-Disabled Veteran Owned Small Businesses (SDVOSB) and Veteran Owned Small Businesses (VOSB) must be verified in Veteran Small Business Certification (VetCert). Response should provide enough information to determine if the vendor can comply with the limitations on subcontracting as defined in VAAR 852.219-74 and all applicable CFR references where applicable.

Non-developer/manufacturers shall provide documentation that they are authorized resellers/distributors of this requirement.

All responses shall be submitted in writing via email no later than 10:00am (ET) March 03, 2025 to Mr. Antonio Armstrong at antonio.armstrong2@va.gov E-mail: antonio.armstrong2@va.gov. Facsimile or telephonic responses will not be accepted.

Simply responding as an “interested party” does not constitute your company as a source. Offeror must provide the above requested information. After review of the responses to this sources sought notice, a solicitation announcement may be published on the BetaSAM, GSA or NASA Sewp website in the near future. Responses to this sources sought announcement are not considered adequate responses to the solicitation announcement. All interested offerors will have to respond to the forthcoming solicitation announcement, in addition to responding to this sources sought notice. All interested parties must be registered with System for Award Management (SAM) at https://www.sam.gov in order to be eligible for award of Government contracts.

Background: The Department of Veterans Affairs, Erie VA Medical Center, has a brand-name only requirement for all equipment, labor, materials, support, and travel to provide, install, and maintain Vocera Communications System at the Erie VAMC located at 135 E 38th St, Erie, PA 16504. The proposed firm-fixed contract is for a one (1) 12-month base period, and four (4) additional option years.

The Erie VAMC has a need for an updated communications system from the current outdated, inefficient paging system. The Vocera Communications System will provide staff at the Erie VAMC the resources needed to ensure that Veteran’s needs are quickly and adequately met. This communication platform will be advantageous with Veteran patient fall reduction and can easily initiate immediate hands-free communication with the facility nursing team without leaving the bedside.

The brand name requirement for Vocera Professional Services includes all labor, materials, support, and travel to install Vocera Communications System with Premier Plus Support Services and management of Vocera System at our facility. The contractor must install, test, deploy and support a campus wide Vocera Communications System and provide a full time (40 hour/week) on site System Administrator to support, maintain databases, and train staff on the system during the base period.

Scope of work: The scope of work includes installation, system design, integration into third party systems, training, and full-time support of the Vocera Communication System. If the contractor is required to be on-site for installation, it must be between the hours of 08:00 EST – 16:00 EST Period of Performance: Vocera Communications System to occur in a two-phased approach.

BASE Year: March 15, 2025 through March 14, 2026 Option Year #1: March 15, 2026 through March 14, 2027 Option Year #2: March 15, 2027 through March 14, 2028 Option Year #3: March 15, 2028 through March 14, 2029 Option Year #4: March 15, 2029 through March 14, 2030 Phase 1:

· Vocera Voice and Messaging on V5000 Smartbadges and C1000 Minibadges

· Vocera Analytics Phase 2:

· Vocera Integration. The Vocera solution to be deployed in these units/departments:

1. Ambulatory Surgery

2. Respiratory

3. Community Living Center (CLC-Alpha)

4. Community Living Center (CLC-Beta)

5. Housekeeping (EMS)

6. Laboratory

7. Physical Medicine & Rehab (PM&R)

8. Occupational Health

9. Specialty Clinics – (3rd floor)

10. Sterile Processing Services (SPS)

11. Urgent Care Center (UCC)

12. Pharmacy

13. Police

14. Radiology

Brand name requirement (Brand Name Only) (Requires a J&A or LSJ sole source document):

Base year requirements:

Option year requirements:

· Vocera Premier Plus Support Services will be provided to Erie VA Medical Center over a twelve (12) consecutive month basis, contract renewal will be available on an annual basis.

· Vocera will present the top candidates to designated Erie VA Medical Center stakeholders for review & and approval prior to hiring the dedicated Premier Plus Administrator.

· Service starts and end dates, deemed as the “period of performance”, shall begin within six (6) to eight (8) weeks after the Premier Plus Administrator date of hire.

· Vocera Premier Plus Support Services are performed up to 8 hours per day. Workdays will be scheduled between 7AM to 6PM local time Monday through Friday.

· Absences throughout the duration of this contract will include:

· Paid holidays in accordance with Erie VA Medical Center’s operating calendar.

· Combined sick, bereavement, vacation, and training time (up to 20 days).

· All absences will be communicated with Erie VA Medical Center in advance or in a timely manner.

· Vocera will ensure continuity of on-site services with a substitute resource in the case of an absence lasting more than ten (10) consecutive business days.

· For short-term absences of less than ten (10) business days, services will be provided in accordance with backup procedures to be established between Vocera and Erie VA Medical Center.

· To provide appropriate and balanced support for all campuses and end users, specific on-site services will be conducted based on need and priority as determined between Vocera and Erie VA Medical Center.

· Vocera Premier Plus Support Services requires Premier-level Technical Support and Maintenance.

Training and Installation:

· Vocera Premier Plus Support Services for Vocera Platform 6 is a comprehensive and systematic delivery of best practices in the use, maintenance, and on-going design support of the Vocera communication system. Premier Plus Administrators are employees of Vocera, deployed under the supervision and direction of Vocera. Training and supervision are focused on delivering a customer experience inclusive of the attributes described below:

· Vocera Data and Device Management

· Establish, update, and maintain processes for submitting data and device changes to Vocera database.

· Add/delete/update users, groups, messaging templates and address book entries as requested by using departments.

· Export user, group, messaging, templates, and address book information for review by using departments for accuracy and currency (every 6 months).

· Maintaining device management data.

· Develop, update, and maintain processes for changes in badge ownership, ordering new equipment, troubleshooting equipment, repairing equipment, requesting, and processing RMA’s, reporting damage and budget trends, maintaining spares pool, coaching on replacement budget planning, training users and leadership on device management best practices, scheduling reports, and aiding with finding lost equipment.

· Vocera Software Management

· Apply Vocera service packs and hot fixes.

· System health analysis (every 6 months).

· Vocera Platform Service Monitoring

· Proactively monitor the Vocera Platform services for any issues.

· Escalate identified service issues, as appropriate, to Vocera Technical Support.

· Vocera Deployment Optimization

· Refine deployment call flows to improve usability of the Vocera System.

· Vocera workflow optimization assistance will only be provided for existing Vocera deployed nursing units / departments. Assistance needed for configuration changes involving units / departments not already designed and implemented when the Vocera Systems Administrator Service begins. Services needed for any new Vocera deployments / expansion will require a separate Vocera Professional Services engagement.

· Provide guidance to Customer as relates to the Engage workflow improvement as required.

· Integration workflow optimization assistance will only be provided for existing integrations into existing nursing units / departments. Services needed to design, build, configure, and train units / departments not already deployed will require a separate Vocera Professional Services engagement.

· Refine deployment messaging groups to improve usability of the Vocera Messaging Solution.

· Round on units to coach staff, learn workflow, uncover issues, resolve issues and develop relationships.

· Vocera Training and Orientation Management

· Develop, update, and maintain processes to deliver training for new employee orientation for Vocera users.

· Establish process for on-boarding of new Vocera users.

· Establish process for reviewing Vocera reports to identify and coach users experiencing less than optimal performance.

· Maintain training materials and make easily available to staff for self-review and refresher.

· Develop, update, and maintain processes to uphold at least a 10% Super User population across all units and shifts.

· Provide upgrade training for changes in functionality affecting end users.

· Vocera Issue Escalation Management

· Develop, update, and maintain processes for end users to report Vocera issues.

· Address and resolve issues regarding Vocera equipment, database, and users.

· Escalate issues regarding network or servers to the appropriate Customer contact.

· Escalate issues with the Vocera product to Vocera Technical Support.

· Track and trend Vocera issues to institute process improvements where possible to reduce issue escalations.

· Follow up with issue reporter to provide update status and resolution.

· Vocera Report Management

· Set up scheduled reports as requested by end user unit leaders.

· Provide consultation to units regarding the reports available.

· Review reports and provide consultation to end user units, network staff and other key support staff and stakeholders regarding actions needed to optimize Vocera system and user performance.

· Vocera End User Satisfaction

· Facilitate user group meetings to discuss Vocera issues, lessons learned and process improvements.

· Deploy changes to Vocera program management as approved by senior level Customer representatives.

· Vocera Communication System Characteristics:

· Communication

· Voice

· Messaging

· Voice Communication and alerts between providers and staff

· Integration with existing systems including:

· Nurse Call

· Wander Guard

· PRN reminders

· STAT orders

· Vendor Responsibilities

· Vendor will validate servers to ensure they meet all requirements needed for communication management system applications and its peripherals

· Vendor will test and provide server recovery plan; server fail over and back to normal and test applications to ensure they function to its optimum

· Vendor will provide the following on Virtual Server to ensure they meet the communication application requirements:

· Validate Server Platform

· Create a user operation procedure

· Install SQL 2016 per communication specifications

· Create and design an SQL Database and implement it into production

· Build 2 VM for SQL database with Windows Server 2016 and SQL 2016

· Configure Virtual Servers with Windows Server 2016 Cluster

· Setup and configure SQL Services for Database, Reporting, SSIS, and Integration

· Storage for SQL database configuration for backups.

SECURITY & PRIVACY CONTROL:

If vendor will be on station:

Contractor will be on station to provide service and therefore required to take the generalized privacy training: Privacy Training for Personnel Without Access to VA Computer Systems or Direct Access to or the Use of VA Sensitive Information

Training is required upon hire and annually thereafter as long as the contract is in place.

Contractor can self-enroll in TMS, take VA Privacy Training course # VA20939, and provide a copy of the completed training certificate to the government point of contact or COR if applicable. Alternatively, the contractor can read the text version and provide a copy of the completed training certificate to the government point of contact or COR if applicable.

Delivery:

All items must be FOB Destination, 30 Days ARO, to the following location:

Erie VA Medical Center Attn: Michael Minns 135 E. 38th Street Erie, PA 16504

Monday – Friday from 8:00am – 4:00pm

FEDERAL HOLIDAYS

New Year’s Day January 1 Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day 4th Thursday in November Christmas Day December 25 End-of-Document

End of Document Sources Sought Notice