36C25024Q0919.docx

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office (NCO) 10 3140 Governor’s Place Blvd. Suite 210 Kettering OH 45409-1337

POINT OF CONTACT*

Contract Specialist DeJanee R. Evans dejanee.evans@va.gov 937-268-6511 x1524

NA

NA

PLACE OF PERFORMANCE

ADDRESS

Department of Veterans Affairs

Chalmers P. Wylie Ambulatory Care Center

420 N James Road

Columbus Ohio

ADDITIONAL INFORMATION

DESCRIPTION

This is a combined synopsis/solicitation for commercial items prepared in accordance with (IAW) the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The Government reserves the right to make no award from this solicitation.

This is a request for quote (RFQ), and the solicitation number is 36C25024Q0919. The Government anticipates awarding a firm-fixed price Purchase Order resulting from this solicitation. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circulars FAC 2024-03 (eff. 2/23/2024). The associated NAICS Code is 541511, Custom Computer Programming Services.

The Department of Veterans Affairs, Network Contracting Office 10, is soliciting quotes from all sources to supply the Chalmers P. Wylie VA Ambulatory Care Center and its Community Based Clinics (CBOCs) by replacing/upgrading the environmental monitoring system to enhance end-user and administrator interactions with the system components and monitored applications to improve overall system management. The upgraded or new system must meet the regulatory requirements of all departments, including but not limited to pharmacy, blood bank, nutrition, lab, and canteen, by monitoring all necessary environments within acceptable standards. Respondents to this solicitation must fully demonstrate their capability by supplying detailed quote information, along with any other documents necessary to support the requirements below.

PLEASE REFER TO THE FOLLOWING TIMELINE OF EVENTS IN ORDER TO SUBMIT A QUOTE:

1. Site visit is strongly recommended before submitting proposal. The Site Visit information is as follows:

· Date: Friday, August 23, 2024, at 9:00 AM EST

· Location: Chalmers P. Wylie Ambulatory Care Center at 420 North James Road, Columbus, Ohio 43219 – YOU HAVE TO CHECK-IN AT THE VISITOR’S FRONT DESK UPON ENTRY! Let the visitors desk know you are here for a site visit with the Healthcare Technology Management (HTM) department.

· POC for the Site Visit: Mr. Can Van

2. Friday, August 30, 2024, by 5:00 PM EST – Questions from the 08/23/2024 Site Visit are due to dejanee.evans@va.gov subject: “36C25024Q0919 – 08/16/2024 SITE VISIT QUESTIONS”

3. Friday, September, 6 2024, by 5:00 PM EST – Answers/Responses from the HTM Team will be posted as an amendment to solicitation: 36C25024Q0919 via SAM.gov.

4. Friday, September 13, 2024, by 5:00 PM – Quotes are to be provided to DeJanee R. Evans, Contract Specialist via email dejanee.evans@va.gov subject: “36C25024Q0919 - Environmental Monitoring System.”

Quotes are to be provided DeJanee R. Evans via email at dejanee.evans@va.gov no later than Friday, September 13, 2024, by 5:00 PM. No telephone calls will be accepted. No submission received after the above-mentioned date and time will be accepted.

ITEM INFORMATION

SYSTEM RECEIVERS (ESTIMATED QTY)

Funding/Req. Number: 1

757-24-2-096-0192

SYSTEM TRANSMITTERS (ESTIMATED QTY)

Funding/Req. Number: 1

757-24-2-096-0192

STANDARD TEMPERATURE SENSORS (ESTIMATED QTY)

Funding/Req. Number: 1

757-24-2-096-0192

TEMPERATURE AND HIMIDITY SENSORS (ESTIMATED QTY)

Funding/Req. Number: 1

757-24-2-096-0192

ULTRA LOW TEMPERATURE SENSOR (ESTIMATED QTY)

Funding/Req. Number: 1

757-24-2-096-0192

SINGLE SERVER SOFTWARE (ESTIMATED QTY)

Funding/Req. Number: 1

757-24-2-096-0192

ANNUAL SENSORS LICENSE

Funding/Req. Number: 1

757-24-2-096-0192

SOFTWARE AND HARDWARE INSTALLATION

Funding/Req. Number: 1

757-24-2-096-0192

SENSOR CALIBRATION AND TESTING

Funding/Req. Number: 1

757-24-2-096-0192

DIFFERENTIAL PRESSURE WITH TEMPERATURE/HUMIDITY SENSORS

Funding/Req. Number: 1

757-24-2-096-0192

STATEMENT OF WORK (SOW)

Contract Number:

Task Order Number:

IFCAP Tracking Number:

Follow-on to Contract and Task Order Number:

1. PROGRAM REQUESTOR/MANAGER).

Phone Number:

Fax Number:

E-Mail Address:

2. Contract Title. Environmental Monitoring System

3. Background. The current environmental monitoring system used at Chalmers P. Wylie VA Ambulatory Care Center and its Community Based Clinics (CBOCs) is the Checkpoint software by Mesa Labs, reached end-of-life and in doing so we upgraded to the new Mesa Labs Viewpoint software. Because the software is compatible with our current Checkpoint sensors, they were left in place to maintain system continuity with minimal downtime. Though this at the time was sufficient, our needs have grown, and the aging infrastructure is restricted in scope and advancement. This system impacts the daily work for departments such as pharmacy, blood bank, nutrition, lab, canteen, supply chain, and many other service departments. Additionally, the system’s software as currently configured is limited in capability and lacking compared to more recent applications. Viewpoint is a wireless and computerized system to automate temperature and humidity monitoring of equipment and immediate environment wherever a sensor is installed, this system can be administratively viewed and managed by any designated computer and both group and global system administrator in each of our departments and facilities. A central computer, or server, records the temperature and humidity captured by strategically placed sensors that continuously reports in 15 minutes intervals, and immediately notifies the responsible staff if an alert condition occurs.

4. Objective. The overall purpose of this procurement is to replace/upgrade the environmental monitoring system at Chalmers P. Wylie VA Ambulatory Care Center and its offsite clinics (Community-Based Outpatient Clinics) to enhance end-user and administrator interactions with the system components and monitored applications to improve overall system management. The upgraded or new system must meet the regulatory requirements of all departments, including but not limited to pharmacy, blood bank, nutrition, lab, and canteen, by monitoring all necessary environments within acceptable standards.

5. Scope. The contractor is responsible for providing all the necessary equipment and labor required to install and configure a functional environmental monitoring system at the Chalmers P. Wylie VA Ambulatory Care Center and its five (5) Community Based Outpatient Clinics, as described in this Statement of Work. They must also provide support and warranty for the system for at least one year after the completion of installation which includes unlimited technical support services, sensor probe calibration of all sensors/probes, unlimited training upon request, extended hardware and software warranty to include both repair and/or replacement of all sensors, probes and ancillary equipment required for the proper function of the complete system, software support updates and upgrades, unlimited web training, unlimited system monitoring, monthly flash report to include the identification of each groups compliance with local policy (Current Local Policy will be provided upon request), performance analysis to show health, functionality, and uptime of the full system, and unlimited remote and onsite troubleshooting of Environmental Monitoring System hardware and software at the Department of Veterans Affairs Chalmers P. Wylie Ambulatory Care Center (VAACC), Columbus, Ohio.

Site visit is strongly recommended before submitting proposal.

Requirements: In consideration for the contract award, contractor proposals must fulfill the following requirements set for this SOW:

1. Specifications – The contractor shall provide the amount of necessary equipment and labor listed below for the implementation of the environmental monitoring system:

· 299 estimated sensors (132 temperature sensors, 161 temperature/humidity sensors, 4 differential pressures with temperature/humidity sensors, and 2 ultra-low sensors).

· Adequate network devices (i.e., Hubs & Repeaters if applicable) for the main facility and its 5 CBOCs.

· An adequate number of transmitters and receivers to connect the sensors completely and thoroughly to the monitoring system and obtain all sensor readings (an adequate receivers will be needed for offsite clinics, to be added to the amount needed for the main facility). Floor plans identifying all sensor/device locations shall be provided by the vendor. Software shall also have the capability of displaying floor plans identifying all sensor and other device (i.e., hubs, repeaters, transmitters, etc.) locations and sensor/device types.

· Any required licenses or services for the sensors, hardware, servers and monitoring software, to be renewed through a potential subsequent service contract.

· Pre-deployment system placement mapping throughout VAACC facility and five (5) offsite locations

· Installation of the system’s hardware and software

· Initial calibration and testing of the installed sensors and environmental monitoring system.

· 1-Year warranty at a minimum for all hardware components (sensors, transmitters, receivers, etc.). Extended warranty is preferred.

· Onsite training for end users and administrators

2. Recalibration – The contractor must have a recalibration service readily available for the servicing of the proposed environmental monitoring solution, to be implemented on a potential subsequent service contract. Recalibration must be performed on-site by trained contractor personnel, available at least annually, able to calibrate up to NIST standards, and provide calibration certificates for each sensor viable until the following recalibration date.

3. Safety Compliance – The proposed environmental monitoring system shall meet the standards set by VA Directives for the Storage of Vaccines and Medications (VHA Notice 2021-16) and local policies alongside all standards set by Office of Inspector General (OIG), The Joint Commission (TJC) and all other authorities having jurisdiction. Where necessary, the contractor shall provide National Institute of Standards and Technology (NIST)-traceable sensors.

4. Risk Assessment – The contractor shall provide all forms and documentation necessary for the system’s submission to Enterprise Risk Analysis (ERA) approval if any necessary part(s) of the proposed solution have not already been approved through ERA or Virtual Incident Procurement (VIPR). Forms and documentation for the environmental monitoring system can be provided if needed. If the contractor proposes a wi-fi enabled environmental monitoring system, FIPS 140-2 compliance is required, and connection must be approved by the facility’s OI&T department.

5. Response Time - The Contractor shall respond within 1-hour via phone or email for all service requests. For emergency repairs, the Contractor shall be onsite within 24 hours to complete repair.

6. Specific Tasks.

6.1 Task 1 - Enterprise Management Controls.

6.1.1 Provide installation and annual support, calibration, and maintenance agreement for entire Environmental Monitoring System and components (Sensors, probes, repeaters, base stations/hubs, server software/applications).

6.1.2 Calibration service for all sensors/probes to include both external and internal temperature/humidity sensors initially and vendor must have the ability to continue providing these services under potential follow-on service agreements annually and upon request. This currently includes the main facility and 5 Community Based Outpatient Clinics (CBOCs). Future recalibration at CBOCs may be brought back to the main facility by VA Healthcare Technology Management (HTM) staff for services. In the event quantities of probes and/or sensors or number of CBOCs change in the future, the vendor shall provide the VAACC with a quote reflecting any changes in cost that will need to be modified on the contract.

6.1.3 Provide VA HTM and other designated staff access to:

- Run full corrective action history reports in both PDF and Excel formats for any time frame at any time. This feature must be available and working properly with at least a 98% uptime unless the error is directly related to a defect or event caused by the VA. Corrective action history reports must include alarm identification, alarm time, asset identification, location identification, cause and/or notes entered by the reporter, alarm parameters, status of alarm, accurate time updated/cleared, and identification of user who cleared the alarm. Report must easily provide the VA with the ability to identify any alarm that was not closed out within a given timeframe such as within 24 hours or any other timeframe chosen.

- Daily automated report identifying any alarm that has been open for more than a 24-hour period.

Example Open Alarm Spreadsheet as follows:

- Run reading history report of temperature/humidity of any asset or group for a minimum of 12 months

- All reports available in the database as designed by the manufacturer must be actively capable of being generated by designated VA staff.

Note: These features and capabilities listed above must be available and working properly with at least a 98% uptime unless the error is directly related to a defect or event caused by the VA owned network or virtual server environment. If a defect or event caused by the VA impacts the operations of the Environmental Monitoring System or components, the contractor will provide support and resources to assist VA staff with restoring proper functionality as soon as possible when the repairs are within their access and capabilities. Reports also must be in an easy-to-read format to include PDF and Excel that would provide any regulator agency with the necessary information they need to satisfy and question or concern regarding temperature and/or humidity monitoring requirements set forth by regulatory authorities having jurisdiction over the VA as well as VA directives, polices, and standard operating procedures.

6.1.4 Provide calibration report after calibration within 7 calendar days. Enter calibration date in notes and certs viewable in calibrations section of software within 7 calendar days. Data must be clear and concise and able to view and manipulate in excel format.

6.1.5 Provide administrator and end user training for designated VA Staff. Administrator training must provide designated staff with the full capability of configuring and managing all components of the system as well as generate required reports. End User training must provide designated staff with the ability to properly view and take action on alarms generated.

6.1.6 Any request of modification of users, configurations, software, or updates must be approved by HTM staff. Vendor only receive direction from HTM. Non HTM contact must be reroute to HTM.

6.1.7 In the event of contract expiration or termination (to include all potential future annual service agreements), vendor shall provide a full 12-month history report for all assets and groups to include all temperature/humidity readings by date and time as well as all corrective action alarm history reports.

6.1.8 System shall have the capability of generating alarms based on configured temperature and/or humidity settings within the database. System shall be able to relay these alarm/alerts to designated end users via email, texting, and logging into a database. Additional means would be acceptable as well, but these are the minimum requirements. Designated end users shall also have the ability to take action and clear alarms appropriately via an easy to navigate software system via a unique user account with login password required. End users shall also have the ability to view graphical and spreadsheet reports of temperature and/or humidity readings for the designated sensors they have access to. This shall include timeframes up to or exceeding 12 months. Access to each asset shall be manageable by the designated system administrators to ensure only those individuals designated as responsible can view and take action on the alarms.

6.2 Check in Requirements.

6.2.1 The Field Service Engineer must report to the Healthcare Technology Management (HTM) Department of the Ambulatory Care Center to sign in with HTM staff before work begins. Read, review, and sign the “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access or Use to VA Sensitive Information” form that will be provided upon arrival. Submit any mobile media devices that would be used on the system for a virus scan. Upon completion of work, the Field Service Engineer must report to HTM to sign out and brief HTM Staff or Supervisor if HTM Staff is unavailable concerning completion of service. At the end of briefing, Field Service Engineer will sign out in the HTM Department. HTM can be reached at 614-388-7123.

6.3 Documentation/Reports.

6.3.1 The Contractor shall submit a legible field service report, which shall include detailed descriptions of the inspection and/or emergency repair services performed, including replaced parts and estimated prices required for the service call within 15 days of service being provided. The legible field service report must be provided at minimum via the email address: VHACOSBiomed@va.gov. A verbal service report indicating pass or fail must be provided to HTM staff prior to leaving the facility. If any safety concern is identified during the service visit the FSE must report to HTM staff immediately so that the equipment can be taken out of service if necessary.

NOTE: Any additional charges to be claimed must have been approved by the COR before service was performed.

6.4 Test Equipment.

6.4.1 Upon request of the COR or the Contracting Officer, the Contractor shall provide a copy of the current Calibration Certification of all test equipment which is to be used by the Contractor to perform service under this contract. Calibration of equipment shall be traceable and in conformance with test equipment Original Equipment Manufacturer standards.

7. Performance Monitoring Contractor shall provide monthly flash reports by the end of each month.

Performance will be monitored, reported, and payment rendered.

8. Security Requirements See “Contract Security Clause – Minimum Required Contract Security Clause for Maintenance and Install” document.

9. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). NA

10. Other Pertinent Information or Special Considerations. NA

11. Risk Control: NA

12. Place of Performance.

All work will be performed at the VA Chalmers P. Wylie Ambulatory Care Center (VAACC).

13. Period of Performance.

Environmental Monitoring System must be installed and operating by April 1st, 2025.

14. Delivery Schedule. 120 Days ARO.

Contract employees will work during hours 8:00am to 5:00pm, Monday through Friday excluding Federal Holidays.

The VA recognizes the following holidays:

Christmas Day

The following solicitation provisions apply to this acquisition:

FAR 52.212-1, “INSTRUCTIONS TO OFFERORS–COMMERCIAL ITEMS” (JUNE 2020)

FAR 52.212-3, “OFFERORS REPRESENTATIONS AND CERTIFICATIONS–COMMERCIAL ITEMS” (FEB 2021) 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” (OCT 2018)

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

FAR 52.203-16 PREVENTING PERSONAL CONFLICTS OF INTEREST (DEC 2011)

VAAR 852.212-71 GRAY MARKET LANGUAGE (MAY 2016)

FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders” Jan 2021 The following subparagraphs of FAR 52.212-5 are applicable:

[52.203-6, 52.204-10, 52.209-6, 52.219-6, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-40, 52.222-50, 52.223-18, 52.225-1, 52.225-13, 52.232-18, 52.232-19, and 52.232-33.] FAR 52.232-2 SERVICE OF PROTEST (SEPT 2006) - - Hand-Carried Address: Department of Veterans Affairs, Network Contracting Office 10, 2780 Airport Drive, Suite 340, Columbus, OH 43219 All quoters shall submit the following: A completed schedule with pricing, adequate documentation detailing the capabilities of the product.

All quotes shall be sent to the electronically via email to DeJanee R. Evans at dejanee.evans@va.gov.

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

Responses should contain your best terms, conditions.

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.

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

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 DeJanee R. Evans Contract Specialist Network Contract Office (NCO) 10 Office: 937-268-6511 x1524 Email: dejanee.evans@va.gov

Combined Synopsis/Solicitation Notice