36C24523Q1043.docx

Attachment 1: Template for Combined Synopsis-Solicitation for Commercial Products and Commercial Services

GENERAL INFORMATION

VA Maryland Health Care System Contracting Officer (90C) P.O. Box 1000, Bldg. 101, Room 26 Perry Point MD 21902

POINT OF CONTACT*

Zachary.Altner@va.gov

PLACE OF PERFORMANCE

Baltimore, Beckley, Clarksburg, Huntington, Martinsburg, Perry Point & Washington DC Medical

Centers.

POSTAL CODE

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

DESCRIPTION

Combined Synopsis/Solicitation Notice

Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2023-02.

Note to CO: Obtain the most recent Federal Acquisition Circular (FAC) from ACQUISITION.GOV Federal Acquisition Regulation

This solicitation is set-aside for Veteran Owned Small Business Set-Aside.

The associated North American Industrial Classification System (NAICS) code for this procurement is 339114.

The FSC/PSC is 6520.

The purpose of this requirement is to procure an Enterprise Dental Picture Archive and Communication System (PACS) for all the Medical Centers that encompass VISN 5. These Medical Centers include the Baltimore, Beckley, Clarksburg, Huntington, Martinsburg, Perry Point & Washington DC.

The procurement shall include the software and hardware necessary for a centralized system with local instances.

This procurement will be an upgrade for three of the sites and a replacement or add on for the remaining sites.

Please see the below line items and statement of work for additional details. Please read the Statement of Work section thoroughly as it details and provides in-depth information of what the VA requires for this procurement.

Supplies/Services

Beckley - MP-SS MiPACS Storage Server

Clarksburg MP-SS MiPACS Storage Server

Huntington MP-SS MiPACS Storage Server

Martinsburg MP-SS MiPACS Storage Server

Beckley DIE-DV MiPACS Dental Enterprise - Viewers

Clarksburg DIE-DV MiPACS Dental Enterprise - Viewers

Huntington DIE-DV MiPACS Dental Enterprise - Viewers

Martinsburg DIE-DV MiPACS Dental Enterprise - Viewers

VISN DIE-DV MiPACS Dental Enterprise - Viewers Additional Clients for OIT computers or acquisition/viewing workstations

VISN MP-PM MiPACS Project Management Conference calls, Readiness planning, scheduling, travel arrangements, etc

Beckley Medicor Imaging Onsite Visit - 4 days

Clarksburg Medicor Imaging Onsite Visit - 4 days

Huntington Medicor Imaging Onsite Visit - 4 days

VAMHCS Medicor Imaging Onsite Visit - 7 days

Martinsburg Medicor Imaging Onsite Visit - 7 days

Washington DC Medicor Imaging Onsite Visit - 7 days

Beckley MP-HW MiPACS Hardware Dell Precision 3460 SFF

Clarksburg MP-HW MiPACS Hardware Dell Precision 3460 SFF

Huntington MP-HW MiPACS Hardware Dell Precision 3460 SFF

Martinsburg MP-HW MiPACS Hardware Dell Precision 3460 SFF

VAMHCS MP-HW MiPACS Hardware Dell Precision 3460 SFF

Washington DC MP-HW MiPACS Hardware Dell Precision 3460 SFF

Clarksburg MP-HW MiPACS Hardware Dell UltraSharp 24" Monitor

Beckley MP-HW MiPACS Hardware Dell UltraSharp 24" Monitor

Huntington MP-HW MiPACS Hardware Dell UltraSharp 24" Monitor

Martinsburg MP-HW MiPACS Hardware Dell UltraSharp 24" Monitor

VAMHCS MP-HW MiPACS Hardware Dell UltraSharp 24" Monitor

Washington DC MP-HW MiPACS Hardware Dell UltraSharp 24" Monitor

Statement of Work VISN 5 Dental PACS

A. GENERAL:

Scope of Services:

The purpose of this requirement is to procure an enterprise Dental Picture Archive and Communication System (PACS) for VISN 5. The procurement shall include the software and hardware necessary for a centralized system with local instances. The procurement shall be an upgrade for three sites, and replacement/additional for the remaining sites. All parts, materials, labor, software/licenses, and travel to complete the full configuration, installation, and implementation of the system shall be included.

The procurement is for a centralized Dental Picture Archive and Communication System (PACS) product for VISN 5. The procurement shall be an upgrade for three sites, and replacement/additional for the remaining sites. The system shall use a centralized server utilizing VISN 5’s Nutanix virtual platform. VA will provide all servers.

Each site shall be able to view images from the other sites. The procurement shall include licensing/software for backup server and storage server. There shall be local servers and local cache set up at each site (six sites total). The procurement shall include computers (workstations) with licenses, keyboards with card readers, computer mice. The workstations provided shall have monitors of diagnostic quality. The display shall have sufficient resolution to render an image without compromising accuracy of the radiological interpretation.

Additional PACS Licenses for use on OIT computers or acquisition/viewing workstations shall be provided for. The procurement shall include migration services of the existing Dental image repository for each site upon request. The system shall use Microsoft SQL, else, the vendor shall provide the appropriate database licensing. The application shall be VA Technical Reference Model (TRM) approved in order to be used on VA IT computers in addition to the computers procured. The system must allow images to be read, interpreted, and managed for the highest complexity of cases at the highest resolution to be consistently readable. The system must seamlessly allow access to all historic images consistent with those of newly exposed/acquired images.

The system shall be user-friendly, including features such as providing quick access buttons for linkage to other software products. Contractor shall provide final topography diagrams for reference for the VA. The system requires connection to the VA network. The Contractor shall complete the VA’s required documentation. Should the manufacturer of the equipment not have an approved Enterprise Risk Analysis completed, this will be required in order to fully install the system on the network.

Following purchase, the VA will provide specific network information for the configuration of the system. The Contractor must complete an MOU/ISA for remote support if they do not already have one. The system shall interface with VistA Imaging. The system shall ultimately archive to VA’s VistA Imaging. The system shall be on the approved Vista Imaging DICOM Modality list. The system shall allow for usage of VA’s VistA Worklist.The system shall allow for the use of other software to produce 2D and 3D images and receive those images in storage. For example, Sirona Sidexis software. The system shall integrate with the VA’s Dental Records Management (DRM) system. The system shall be able to integrate for image acquisition utilizing the sites existing sensor inventory.

The system should be compatible with the incoming Cerner Electronic Health Record at Veterans Affairs Medical Centers. The system shall have proven success with integration in the VA with Cerner.

The requirement is for a major system that would provide important medical imaging acquisition, transferring, and storage across the VISN 05 sites. This is currently accomplished locally at each site on a standalone basis but does not currently provide the collaboration across sites to assist when providers are absent, or facilities are short-staffed. Utilizing one of the existing products the sites are currently using provides for a minimization of duplicative costs and efforts, and a confidence that this complex, integrated system will be interoperable with the installed VISN 05 radiographic and software systems.

During the market research period, information was requested from all of the VISN 05 sites to determine what Dental PACS/software products were already in use, when they were last purchased or upgraded, and how many licenses/workstations/operatories the site has. It was discovered that Baltimore VA Medical Center, Perry Point VA Medical Center, and Washington DC VA Medical Center are utilizing the Medicor MiPACS product; Martinsburg VA Medical Center and Clarksburg VA Medical Center are using Sirona Sidexis; Beckley VA Medical Center is using Sirona Sidicom; and Huntington VA Medical Center is using Plameca Romexis.

The Planmeca Romexis software is only utilized by Huntington, a small site, and was purchased back in 2012. Thus, the site is due for replacement and upgrading the system would not be sensible. Huntington’s current setup does not utilize consults and is not functioning like a full Dental PACS. The site primarily utilizes VistA Imaging for reviewing dental image records and the Romexis is only used for sending to VistA Imaging. Only the MiPACS product by Medicor Imaging can meet all requirements of the Government. Licenses already exist at VISN 05’s two largest medical centers, Baltimore and Washington DC, and also Perry Point VA Medical Center. This minimizes costs as the licenses are perpetual and do not need to be re-purchased, even to upgrade the system to the latest veresion.

In addition, storage servers will not need to be purchased for these facilities, and the migrations and configuration tasks will be minimal, as they already have virtual local area networks set up and their sensors and other equipment are already configured for MiPACS. Upgrading the VA Maryland sites is preferable to replacement, as they recently (only seven months ago) invested in the infrastructure, equipment, software, and licenses for their institution, and replacement so soon would be wasteful. The Dental PACS procured must be able to integrate successfully with the Sirona Sidexis software utilized at the Martinsburg VA Medical Center, as this is critical to their operation.

Locations:

Beckley VA Medical Center, 200 Veterans Ave, Beckley WV 25801-6444 Hershel "Woody" Williams VA Medical Center, 1540 Spring Valley Drive, Huntington WV 25704 Louis A. Johnson VA Medical Center, 1 Medical Center Drive, Clarksburg WV 26301 Martinsburg VA Medical Center, 510 Butler Avenue, Martinsburg WV 25405 Baltimore VA Medical Center, 10 N Greene St, Baltimore, MD 21201 Perry Point VA Medical Center, 361 Boiler House Road Building 361, Perry Point, MD 21902-9998 Washington DC VA Medical Center, 50 Irving Street, NW, Washington DC 20422

B. WORK HOURS:

a. Hours of Operation: Normal business hours are Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays. Should the Contractor require work afterhours, the Contractor shall arrange in advance with the Contracting Officer’s Representative (COR).

b. Delivery Hours: Warehouses are open to receive deliveries Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays.

c. National Holidays: The holidays observed by the Federal Government are: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday. Contractor may work on holidays with prior communication and coordination.

C. SPECIFICATIONS:

a. Technical Requirements

i. The procurement is for a centralized Dental Picture Archive and Communication System (PACS) product for VISN 5.

ii. The procurement shall be an upgrade for three sites, and replacement/additional for the remaining sites.

iii. The system shall use a centralized server utilizing VISN 5’s Nutanix virtual platform. VA will provide all servers.

iv. Each site shall be able to view images from the other sites.

v. The procurement shall include licensing/software for backup server and storage server.

vi. There shall be local servers and local cache set up at each site (six sites total).

vii. The procurement shall include computers (workstations) with licenses, keyboards with card readers, computer mice.

1. The following contains the count of workstations needed at each site:

VAMHCS

(Baltimore & Perry Point)

2. The workstations provided shall have monitors of diagnostic quality.

3. The display shall have sufficient resolution to render an image without compromising accuracy of the radiological interpretation.

viii. Additional PACS Licenses for use on OIT computers or acquisition/viewing workstations shall be provided for (quantity of 52).

ix. The procurement shall include migration services of the existing Dental image repository for each site upon request.

x. The system shall use Microsoft SQL, else, the vendor shall provide the appropriate database licensing.

xi. The application shall be VA Technical Reference Model (TRM) approved in order to be used on VA IT computers in addition to the computers procured.

xii. The system must allow images to be read, interpreted, and managed for the highest complexity of cases at the highest resolution to be consistently readable.

xiii. The system must seamlessly allow access to all historic images consistent with those of newly exposed/acquired images.

xiv. The system shall be user-friendly, including features such as providing quick access buttons for linkage to other software products.

xv. Contractor shall provide final topography diagrams for reference for the VA.

xvi. Networking Requirements.

1. The system requires connection to the VA network.

2. The Contractor shall complete the VA’s required documentation.

3. Should the manufacturer of the equipment not have an approved Enterprise Risk Analysis completed, this will be required to fully install the system on the network.

4. Following purchase, the VA will provide specific network information for the configuration of the system.

5. The Contractor must complete an MOU/ISA for remote support if they do not already have one.

xvii. Interfacing Requirements

1. The system shall interface with VistA Imaging.

a. The system shall ultimately archive to VA’s VistA Imaging.

b. The system shall be on the approved Vista Imaging DICOM Modality list.

c. The system shall allow for usage of VA’s VistA Worklist.

2. The system shall allow for the use of other software to produce 2D and 3D images and receive those images in storage. For example, Sirona Sidexis software.

3. The system shall integrate with the VA’s Dental Records Management (DRM) system.

4. The system shall be able to integrate for image acquisition utilizing the sites existing sensor inventory.

5. The system shall be compatible with the future Cerner Electronic Health Record to be implemented at all VA medical centers.

b. Delivery Requirements

i. Large deliveries are to be coordinated in advance with the COR to ensure necessary planning takes place.

ii. Contractor is to provide the COR with shipment tracking information.

c. Installation Requirements

i. Full installation of the system shall be included as a part of this contract.

ii. All parts, materials, tools, labor, and travel to complete the installation shall be included as a part of this contract.

iii. Contractor is required to complete all configuration for the system to be usable.

iv. Contractor shall provide validation that the system is fully functional upon completion of the installation/implementation.

v. Patient Health Information

1. The Contractor shall safeguard patient health information.

2. The Contractor shall report to the Biomedical Engineering Department any issues with disclosed or unsecure patient health information.

3. Contractor shall not remove any hard-drives or storage systems containing sensitive or patient health information.

d. Training Requirements

i. Contract shall include training for the end-users in the operation of the system.

1. Training shall be on the function and use of the device, in addition to any software/applications.

2. Training shall be on-site at 7 facilities for two days each during Go-Live.

3. Additional training 90 days post-Go-Live for one day on-site at each facility upon request shall be included.

ii. Contract shall include training for the technical professionals (Biomedical Equipment Support Specialists)

1. Training shall cover the maintenance, troubleshooting, and repair of the system.

2. Training shall be completed virtually prior to Go-Live.

e. Contractor Requirements

i. All Contractor personnel performing installation services of the equipment shall have factory training and experience in the implementation of the equipment.

ii. Contractor shall provide copies of training certificates for the Contractor personnel performing work on-site upon the request of the Government.

f. Warranty Information

i. All equipment and software shall have a warranty of 1 year from the full installation/acceptance of the equipment.

ii. Warranty support shall include repair of the system.

iii. Warranty support shall include all parts, materials, labor, and travel to complete the repair/maintenance.

iv. Requests for warranty support shall be made to the telephone support number provided by the Contractor.

v. Warranty support requests shall be responded to within 1 day.

vi. Contractor shall perform any available system updates during the warranty period at the discretion of Biomedical Engineering.

vii. Contractor shall provide a copy of the service report, complete with test data, to the contract COR within five working days after completion of any services.

viii. Service reports shall include identifying information about the equipment, all services provided during the service visit, any issues found during the visit, the technician/engineer names of the personnel performing work, and the date service was provided.

ix. On-Site Procedures

1. Contractor personnel arriving on-site to perform work shall report to the Biomedical Engineering Department.

2. Contractor personnel shall sign in using the department’s vendor sign in sheet, filling out all required information.

3. Contractor personnel’s tool bags are subject to inspection by the Biomedical Engineering department upon arrival and upon departure.

4. Contractor personnel shall sign out upon completion of visit.

5. Prior to departure, Contractor personnel are required to, at a minimum, verbally report any issues with the equipment to the Biomedical Engineering department, especially noting if the system is still down or not fully repaired.

6. The VA campus is non-smoking. Contractor personnel are required to comply with this policy.

7. Parking. It is the responsibility of the Contractor to park in the appropriate designated parking areas.

g. Safety and Security

i. Contractor shall follow all Occupational Safety and Health Administration (OSHA) laws and regulations. The Contractor is responsible for reporting any hazards they come across to their point of contact.

ii. Contractor shall follow all local procedures concerning infection control. Should the Contractor be unsure of the requirements, the COR can provide the specific information and procedures.

iii. Contractor personnel shall wear visible identification at all times while on VA property. Contract personnel are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials.

iv. Property Damage

1. The contractor shall take all necessary precautions to prevent damage to any Government property.

2. The contractor shall report any damages immediately and shall be assessed current replacement costs for property damaged by the contractor, unless corrective action is taken.

3. Any damaged material (i.e., trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the Government, upon approval of the Contracting Officer.

D. QUALITY ASSURANCE

a. End-users, Biomedical Engineering, and/or the contract COR shall perform system verification tests to ensure the system is fully functional.

b. Issues with the quality of the Contractor’s work will be communicated through the Contracting Officer to the Contractor point of contact for resolution.

c. Documentation with be completed in the Government systems.

Place of Performance/Place of Delivery

Beckley VA Medical Center, 200 Veterans Ave, Beckley WV 25801-6444 Hershel "Woody" Williams VA Medical Center, 1540 Spring Valley Drive, Huntington WV 25704 Louis A. Johnson VA Medical Center, 1 Medical Center Drive, Clarksburg WV 26301 Martinsburg VA Medical Center, 510 Butler Avenue, Martinsburg WV 25405 Baltimore VA Medical Center, 10 N Greene St, Baltimore, MD 21201 Perry Point VA Medical Center, 361 Boiler House Road Building 361, Perry Point, MD 21902-9998 Washington DC VA Medical Center, 50 Irving Street, NW, Washington DC 20422

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Items”

2. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items”

3. FAR 52.211-6, “Brand Name or Equal”

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Items” 03/11/2021

· FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders” 03/11/2021

· FAR 52.211-6, “Brand Name or Equal”

The following subparagraphs of FAR 52.212-5 are applicable:

All quoters shall submit the following: Please see below information in accordance to FAR 52.212-1(b).

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

The following are the decision factors:

· The system shall use a centralized server utilizing VISN 5’s Nutanix virtual platform.

· The system must be able to allow for the ability to view imaging from the other medical centers in the VISN.

· A local server and local cache must be set up at each site. (Six sites in total)

· Additional PACS Licenses for the use of OIT or other viewers must be provided for.

· The procurement must include the migration of existing Dental image repository for each of the medical centers.

· The system shall use Microsoft SQL, or else the vendor must provide the appropriate database licensing.

· The application must be VA Technical Reference Model approved in order to be used on the VA IT computers.

· The system must allow for images to be read, interpreted and managed at a high resolution to be consistently readable.

· The system requires connection to the VA network. This requires a completed and approved Enterprise Risk Analysis.

· The contractor must complete a MOU/ISA for remote support.

· The system shall interface with VistA Imaging. The system must ultimately archive to the VA’s VistA Imaging.

· The system must be on the approved Vista Imaging DICOM Modality list.

· The system must allow for usage of the VA’s VistA Worklist.

· The system shall allow for the use of other software to produce 2D and 3D images and receive those images in storage.

The award will be made to the response most advantageous to the Government.

Responses should contain your best terms, conditions and shipping costs.

(b) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. As a minimum, offers must show—

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of offers;

(3) The name, address, and telephone number of the offeror;

(4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) "Remit to" address, if different than mailing address;

(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information or reject the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of offers. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during pre-award testing.

(e) Multiple offers. Offerors are encouraged to submit multiple offers presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with subpart 4.10 of the Federal Acquisition Regulation), or alternative commercial items for satisfying the requirements of this solicitation. Each offer submitted will be evaluated separately.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of your response shall be received not later than 08/17/2023 at 05:00 P.M. EST. to Zachary.Altner@va.gov.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

(f) Late submissions, modifications, revisions, and withdrawals of offers.

(1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that offers, or revisions are due.

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact Zachary Altner, Contract Specialist, 410-642-2411 x.25262, Zachary.Altner@va.gov

Effective Date: 03/15/2023 Revision: 01