Environmental Monitoring System Technical Evaluation Factors - External.docx

Environmental Monitoring System Technical Evaluation Factors Offeror - Date –

In addition to the detailed requirements identified in the Scope of Work provided with this solicitation, all vendor’s proposals will be evaluated for technical acceptance based upon these technical evaluation factors.

Please provide responses to the technical evaluation factors below.

1. Contractor must be able to 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, etc.) including pre-deployment system placement mapping for VAACC facility and its five (5) offsite locations.

Vendor’s Response:

1. Describe your company’s plan to provide recalibration service and availability for the servicing of the proposed environmental monitoring solution, to be implemented on a potential subsequent service contract. Also, please describe your method of providing recalibration services for sensors and frequency that the services shall be provided. Recalibration of critical sensors is to be performed semi-annually (Every 6 Months) and annually for all other sensors at a minimum. All equipment utilized to perform calibration of sensors shall meet National Institute of Standards and Technology (NIST) standards and the vendor must have the ability to produce and provide the NIST calibration documents upon request. Calibration certificates for each sensor must also be provided to the VA following completion within 7 calendar days. Describe your company’s process for providing these documents to the VA.

Vendor’s Response:

1. Describe how your environmental monitoring system meets the standards set by VA Directives for the storage of vaccines and medications (VHA Directive 1108.07(1)) and local policies (MCP 11HTM-01) alongside all standards set by the Office of Inspector General (OIG), The Joint Commission (TJC) and all other authorities having jurisdiction. (Referenced documents provided) Vendor’s Response:

1. Contractor shall provide all forms and documentation necessary for the system’s submission for 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). Vendor’s proposed system must also be TRM (VA Technical Reference Model) approved or have the ability to obtain TRM approval. Vendor must be approved for remote access or have the ability to obtain remote access to VA networked systems for the purpose of remotely managing and support the proposed solution.

Vendor’s Response:

1. Describe your plan to provide calibration service for all sensors/probes to include both external and internal temperature/humidity/differential pressure sensors initially and vendor must have the ability to continue providing these services under potential follow-on service agreement annually and upon request. This currently includes the main facility and 5 offsite locations.

Vendor’s Response:

1. Describe your system’s ability 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. In addition, 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. Please describe your plan to provide the following training.

Vendor’s Response:

1. Provide evidence your system is capable to run reading history report of temperature/humidity/differential pressure of any asset or group for a minimum of 12 months and all reports available in the database as designed by the manufacturer must be actively capable of being generated by designated VA staff.

Vendor’s Response:

1. Describe your company’s ability to provide calibration report after calibration, enter calibration date in notes and certs viewable in calibrations section of software within 7 calendar days.

Vendor’s Response:

1. Describe your plan to provide administrator and end user training for designated 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 corrective action on alarms generated.

Vendor’s Response:

1. Provide evidence your environmental monitoring system has the capability of generating alarms based on configured temperature, humidity and/or differential pressure settings within the database. System shall be able to relay these alarms/alerts to designated end users via email, texting, and logging into a database. Designated end users shall have the ability to take corrective action and clear alarms appropriately via an easy to navigate software system via a unique user account within login password required. Also, end users shall have the ability to view graphical and spreadsheet reports of temperature, humidity and/or differential pressure readings for the designated sensors they have access to.

Vendor’s Response: