36C25026Q0699 Sources Sought.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Interactive Wayfinding Maps Sources Sought

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 45219

SOLICITATION NUMBER* 36C25026Q0699

RESPONSE DATE/TIME/ZONE 07-15-2026 1:00 PM EASTERN TIME, NEW YORK, USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

PRODUCT SERVICE CODE* T099

NAICS CODE* 541370

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office (NCO) 10 260 E. University Avenue Cincinnati OH 45219

POINT OF CONTACT*

Contracting Officer Ronald T Heidemann ronald.heidemann@va.gov 513-559-3708

PLACE OF PERFORMANCE

ADDRESS Cincinnati VA Medical Center

3200 Vine Street

Cincinnati OH

POSTAL CODE 45220

COUNTRY United States

ADDITIONAL INFORMATION

AGENCY’S URL https://www.VA.gov URL DESCRIPTION Department of Veterans Affairs AGENCY CONTACT’S EMAIL ADDRESS ronald.heidemann@va.gov EMAIL DESCRIPTION Contracting Officer

DESCRIPTION

The Cincinnati Veterans Administration Medical Center (VAMC) has a requirement for an interactive mapping service and products.

The intention of this Sources Sought is to obtain information only. Please do not send a proposal.

Requested information:

To aid acquisition planning, we’re seeking capable and interested firms for the information requested. If your firm meets the criteria and would like to take in the selection process please send the point of contract (ronald.heidemann@va.gov) the following, via email:

• Firm’s Name

• Socio-Economic Status

• Whether or not your company has a contract vehicle we can order against

1. GENERAL

This is a non-personnel services contract in which the contractor shall provide interactive mapping service and products for Cincinnati VA Medical Center (VAMC) in Ohio. The Government shall not exercise any supervision or control over the contract service providers performing the services herein.

The Cincinnati VAMC seeks a contractor to enhance the wayfinding ability of Veterans, family members, caregivers, staff, and visitors through an integrated digital wayfinding solution. The solution shall include a web-based interactive mapping platform and "You Are Here" wall maps in digital file format.

The contractor shall provide an easy-to-read, accurate, and consistent digital wayfinding experience that allows users to identify where they are, search for approved destinations, and receive route guidance to key services and departments on campus. The wayfinding solution shall support access from personal computers, tablets, and mobile devices.

This requirement does not include printed visitor guides, brochures, or tear-off campus maps.

1.1 Objective

The objective of this PWS is to obtain a complete and maintained digital wayfinding solution that improves the Veteran and visitor experience at Cincinnati VAMC. This PWS states the required outcomes and minimum performance standards. The contractor shall determine the technical approach required to meet those outcomes, subject to Government review, facility requirements, security requirements, and contract terms.

1.2 Scope Summary

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, hardware, software, installation, supervision, and other items necessary to provide the following:

• Web-based interactive mapping platform, including SaaS hosting and maintenance.

• Interactive digital wayfinding maps that include approved campus, floor plan, destination, entrance, parking, and route information.

• "You Are Here" wall maps in digital file format only.

• Up to ten (10) hours of Government-authorized content changes per contract year.

1.3 Place of Performance

The place of performance for this contract is:

Cincinnati Veterans Affairs Medical Center (VAMC)

3200 Vine Street

Cincinnati, OH 45220

1.4 Period of Performance

The total period of performance shall not exceed five (5) years and shall consist of one base period and four option periods, if exercised by the Government.

Base Period: The contractor shall implement the interactive mapping platform, provide the digital wall map files, complete testing and Government review.

Option Periods One through Four: For each option period exercised, the contractor shall provide one (1) year of SaaS hosting, interactive mapping maintenance, technical support, and up to ten (10) hours of

Government-authorized content changes.

Maintenance services shall be invoiced on a monthly basis in arrears unless otherwise stated in the contract schedule.

1.5 Hours of Operation

The business hours of operation for Cincinnati VAMC are Monday through Friday from 8:00am-EST to

4:30pm-EST, except on federally recognized holidays. On-site work shall be coordinated with the

Government program manager or other authorized Government representative.

1.6 Type of Contract

The Government intends to award a single-award firm-fixed price (FFP) contract for the effort specified herein. The base period and option periods shall be exercised at the discretion of the Government.

2. GOVERNMENT FURNISHED INFORMATION, ACCESS, AND SUPPORT

No Government furnished equipment (GFE) is anticipated for this requirement. The Government will provide available information and access necessary for performance, subject to facility requirements and security procedures.

The Government will provide, when available and approved for release:

• Existing floor plan files, destination lists, department/service names, parking information, entrance information, and other wayfinding content.

• Review comments and approval decisions for draft map content, wall map files, and final deliverables.

• Access to approved areas of the facility for site verification, testing, and maintenance.

3. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

The contractor shall provide all items, services, and support required to complete the work described in this PWS. Contractor furnished items include, but are not limited to, the hosted mapping platform, software tools, map development services, digital file preparation, testing, maintenance, and technical support.

All contractor-provided hardware, software, and hosted services shall be suitable for the intended public wayfinding use and shall comply with applicable Federal, State, local, VA, and facility requirements.

4. REQUIREMENTS - PERFORMANCE TASKS

4.1 Project Management and Site Verification

The contractor shall coordinate with the Government to verify existing wayfinding conditions, confirm project requirements, and establish a mutually agreed schedule for development, review, installation, testing, and go-live.

At minimum, the contractor shall:

• Participate in a kickoff meeting and periodic project meetings as needed.

• Review Government-provided floor plans and wayfinding information.

• Confirm destination data, campus/building features, and map orientation needs with Government stakeholders.

• Identify issues that may affect schedule, installation, map accuracy, usability, or maintenance.

4.2 Web-Based Interactive Mapping Platform

The contractor shall provide a web-based interactive mapping platform that supports desktop and mobile access and allows users to search for approved destinations and receive wayfinding guidance.

The platform shall provide the following outcomes:

• Accurate and visually understandable campus maps and interior floor plans based on Government-approved information.

• Searchable destination information for key services, departments, public entrances, elevators, parking areas, and other approved wayfinding points.

• Point-to-point route guidance that helps users travel from a starting point to an approved destination.

• Entrance and parking guidance based on the selected destination, when applicable.

• A consistent map design across the web platform,, and digital wall map files.

• Compatibility with commonly used modern desktop and mobile browsers.

Blueprint-style floor plans alone are not acceptable as the public-facing map design. The public-facing maps shall be visually clear and appropriate for Veteran and visitor wayfinding.

4.3 "You Are Here" Wall Maps - Digital File Format Only

The contractor shall provide "You Are Here" wall maps in digital file format only. Each file shall use the same general design as the interactive mapping platform to support a consistent wayfinding experience.

Each "You Are Here" wall map shall be oriented to accommodate the viewer perspective for the approved location. Printing, fabrication, framing, and physical installation of wall maps are not included unless separately added to the contract.

4.4 SaaS Hosting, Maintenance, and Technical Support

The contractor shall provide annual SaaS hosting and maintenance for the interactive mapping platform.

The maintenance service shall begin upon go-live and continue through the base period and each exercised option period.

Maintenance shall include, at minimum:

• Hosting and maintaining the web-based interactive mapping platform.

• Software updates, patches, bug fixes, and routine maintenance required to keep the system operational.

• Technical support for reported issues affecting the mapping platform.

• Coordination with the Government regarding approved map content updates and service issues.

4.5 Annual Content Changes

The contractor shall provide up to ten (10) hours of Government-authorized content changes per contract year as part of the annual maintenance service. Content changes may include updates to approved destination names, department locations, routes, entrances, parking information, or digital wall map files.

Content changes must be requested by the Contracting Officer, COR, Government PM, or other authorized Government representative. Work exceeding the included annual content-change allowance shall not be performed unless authorized in accordance with the contract.

4.6 Documentation and Training

The contractor shall provide sufficient documentation to allow the Government to understand how to access the web-based map, request content changes, and report service issues. The contractor shall provide basic training or orientation for Government-designated staff when requested.

4.7 Security, Privacy, and On-Site Access

All contractor employees shall comply with applicable Federal, State, local, VA, and Cincinnati VAMC security requirements. Contractor personnel performing on-site work shall coordinate access with the

Government and obtain VAMC identification badges when required.

The contractor shall not collect, store, use, disclose, or retain personally identifiable information, protected health information, or VA sensitive information unless specifically authorized by the contract and approved by the Government. The contractor shall protect Government-provided information and shall report known or suspected security incidents in accordance with VA and contract requirements.

5. DELIVERABLES

The contractor shall provide the following deliverables. Specific due dates shall be established in the contract schedule, kickoff meeting, or other written direction consistent with the contract.

Deliverable Description Acceptance Method

Project kickoff and schedule

Kickoff meeting and implementation schedule identifying major review, installation, testing, and go-live milestones.

Government review of schedule and project approach.

Site verification and content review

Verification of wayfinding data, and available floor plan information.

Government confirmation that key locations and

Deliverable Description Acceptance Method requirements have been captured.

Draft interactive map interface

Draft map content and interface for

Government review.

Government review for usability, accuracy, and consistency.

Final web-based interactive map

Approved web-based interactive map available for public use.

Successful Government review and go-live confirmation.

Digital "You Are

Here" wall map files

High-resolution digital files oriented to approved viewer perspectives.

Government review and acceptance of file format, orientation, and content.

Maintenance and support

SaaS hosting, interactive map maintenance, technical support, and approved content changes.

Ongoing performance in accordance with this PWS and contract terms.

Documentation and training

Instructions for accessing the map, requesting updates, and reporting issues.

Government receipt and review.

6. ACCEPTANCE CRITERIA

The Government will accept deliverables when they meet the requirements of this PWS, the contract schedule, and applicable contract terms. At minimum, final acceptance requires that:

• Map content is based on Government-approved information and is suitable for public wayfinding use.

• The web-based interactive map is accessible to the public through the approved hosting approach and functions as intended.

• The digital wall map files are delivered in the agreed file format and oriented to approved viewer perspectives.

• Maintenance and technical support processes are documented and available to the Government.

• The contractor has corrected any deficiencies identified by the Government that prevent acceptance.

7. PERFORMANCE REQUIREMENTS SUMMARY

The performance requirements are the thresholds of minimum acceptable levels of service critical to successful performance of this contract.

Performance

Objective Performance Standard AQL Method of Monitoring

Interactive Mapping

Platform

Provide a functional web-based interactive mapping platform that supports public wayfinding to approved destinations.

100% compliance

Government review, testing, and periodic checks.

Digital Wall Map

Files

Provide "You Are Here" wall maps in digital file format only, oriented to approved locations.

100% compliance

Government review of delivered files.

Maintenance Service Provide SaaS hosting, software maintenance, and technical support during the base and exercised option periods.

100% compliance

Review of service availability, issue resolution, and support records.

Annual Content

Changes

Provide up to ten (10) hours of

Government-authorized content changes per contract year.

100% compliance

Tracking of requested and completed changes.

Performance

Objective Performance Standard AQL Method of Monitoring

Ad Hoc Status

Updates

Provide status updates and respond to reasonable data calls requested by the

Government.

95% on-time Government review of requested responses.

Invoice Accuracy and Timeliness

Submit accurate invoices in accordance with the contract schedule and only for authorized work performed.

98% compliance

Government invoice review.

The Government may document contractor performance in CPARS or other applicable performance systems based on the contractor's ability to comply with the terms and conditions of the contract.

8. DATA, RECORDS, AND RIGHTS IN DELIVERABLES

The contractor shall treat all deliverables under the contract as Government deliverables. The Government shall have rights to use, dispose of, or disclose delivered data and files in accordance with the contract.

The contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974, the Freedom of Information Act, or other applicable protection requirements except as authorized by the contract.

The contractor shall comply with Federal and agency records management policies associated with records created, received, or maintained in performance of the contract. No disposition of records shall occur without prior written approval from the Contracting Officer when such approval is required.

9. INVOICING

The contractor shall submit invoices in accordance with the contract schedule, PRICE/COST

SCHEDULE, and applicable invoice instructions. The contractor shall invoice only for authorized work completed or services performed.

Invoices shall reference the contract number, purchase order number, applicable contract line item number (CLIN), period of performance, and description of work or service performed. Maintenance services shall be invoiced monthly in arrears unless otherwise stated in the contract schedule.

10. EXCLUSIONS

The following items are excluded from this requirement unless separately added to the contract by the

Contracting Officer:

• Printed visitor guides or brochures.

• Printed tear-off campus maps.

• Printing, fabrication, framing, or physical installation of wall maps.

• Work outside the Cincinnati VAMC location identified in this PWS.

• Content changes exceeding the included annual allowance without proper authorization.

11. ACRONYMS

Acronym Meaning

AQL Acceptable Quality Level

CLIN Contract Line Item Number

Acronym Meaning

CO Contracting Officer

COR Contracting Officer's Representative

FFP Firm-Fixed Price

GFE Government Furnished Equipment

PM Program Manager

PWS Performance Work Statement

SaaS Software as a Service

VA Department of Veterans Affairs

VAMC Veterans Affairs Medical Center