36C25223Q0236.docx

SUBJECT*

Intent to Sole Source - VISN PLMS Document Control System

GENERAL INFORMATION

Great Lakes Acquisition Center (GLAC) 3001 Green Bay Road North Chicago IL 60064

POINT OF CONTACT*

Contracting Officer Donald St. Onge donald.st.onge@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

The Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) in Milwaukee, WI intends to negotiate a sole source contract with MediaLab, Inc. to provide a cloud-based document control system for continuing education, inspection and accreditation management and competency assessment for the VISN12 VA medical facilities.

This contract will be for a one-year period, with four one-year options to extend services. This procurement is being conducted in accordance with FAR 6.302-1, Only One Responsible Source and no other supplies or services will satisfy the agency requirements. The contract will be firm fixed price and the NAICS code is 518210.

This Notice of Intent is not a request for competitive proposals. No solicitation documents are available and telephone requests will not be honored. However, if a firm believes it can meet the requirements it must furnish information about its products, services and capabilities as well as references from other customers who are using these products and services to provide a cloud-based document control system, to the contracting officer NLT 10:00AM Central, 27 December 2022. Supporting evidence must be submitted in sufficient detail to demonstrate the ability to comply with the above requirements and attached Statement of Work. Information must be sent to Donald.st.onge@va.gov. Responses received will be evaluated; however a determination by the Government to not compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the GLAC will proceed with the sole source negotiation with MediaLab, Inc.

DRAFT STATEMENT OF WORK – DOCUMENT CONTROL SYSTEM

1. SCOPE OF THE PROCUREMENT:

The contractor shall provide a cloud-based document control system that includes modules for continuing education, inspection and accreditation management, and competency assessment for the following facilities:

a) Clement J. Zablocki VA Medical Center

b) Oscar G. Johnson VA Medical Center

c) William S. Middleton Memorial Veterans Hospital

d) Tomah VA Medical Center

e) Edward Hines, Jr. VA Hospital

f) Jesse Brown VA Medical Center

g) Capt. James A. Lovell Federal Health Care Center

h) VA Illiana Health Care System

i) John H. Bradley Community Based Outpatient Clinic

j) Milo C. Huempfner VA Community Based Outpatient Clinic

k) Rockford VA Clinic Community Based Outpatient Clinic

l) Adam Benjamin, Jr. VA Outpatient Clinic

2. GENERAL REQUIREMENTS:

a) Software shall have Federal Risk and Authorization Management Program (FedRAMP) authorization.

b) Software shall be available 24 hours a day, 7 days per week, 365 days per year.

c) Contractor shall include subscriptions with access for 500 users to the following:

a) Document control

b) Compliance and CE

c) Compass

d) Contractor shall include 15 site licenses for InspectionProof.

3. OPERATIONAL AND TECHNICAL FEATURES:

a) Software shall be compatible with VHA browsers.

b) Software shall be operational 99% of the time.

c) Contractor shall have a backup solution including an off-site, live fail-over server which can be activated immediately in case of catastrophic failure.

d) Contractor shall provide a comprehensive backup at any time requested by the Government.

e) Software shall allow multiple users at multiple site access to the software simultaneously.

f) Software shall be cloud based.

g) Software shall have the ability to connect to the VA active directory and access to software shall require a Personal Identity Verification (PIV) card with 2 factor authentication.

4. DOCUMENT CONTROL:

The document control software shall:

a) Handle over 5000 documents.

b) Have customizable templates which may include headers, footer, and numbering.

c) Allow various types of documents to be used within the system, such as, but not limited to Word, PDF, Excel, and PowerPoint.

d) Allow multiple approvers on a single document.

e) Allow documents to be linked to other documents within the system.

f) Have a document editing option contained within the software package.

g) Allow documents to be tagged to multiple departments and/or locations.

h) Have a mechanism for users to request changes to live documents.

i) Have a bank of available reports to monitor user compliance.

j) Allow reassignment of documents, ownership transfer, and approval of documents.

k) Have the option to delay document release after approval.

l) Have a minimum of 3 permission levels:

· Level 1 (Administrator) – Complete ability to configure the system.

· Level 2 (Owner) – Ability to create, edit, and perform all other functions needed for document lifecycle.

· Level 3 (General Users) – Ability to access and read documents

m) Allow documents to be printed based on permissions.

n) Allow multiple document approvers to approve in any order.

5. INSPECTION AND ACCREDITATION MANAGEMENT (INSPECTIONPROOF):

The InspectionProof module shall:

a) Be compatible with multiple regulatory and accreditation agencies, such as CAP, JC, and AABB.

b) Allow inspection checklists to be uploaded.

c) Allow users to link internal documents, external documents, and website links to checklists.

d) Allow users to free text responses to checklist standards.

e) Allow completed audits to be downloaded and printed.

6. COMPETENCY ASSESSMENT (COMPASS):

The Compass module shall:

a) Allow customization of employee competency profiles based on their job duties.

b) Allow ability to track supervisory and employee electronic signatures.

c) Have customized levels of permissions and allow multiple system administrators.

d) Document compliance with the following Clinical Laboratory Improvements Amendments (CLIA) elements semiannually for new employees and annually thereafter:

· Direct observation of test performance

· Monitoring and recording of test results

· Review of test results

· Direct observation of instrument maintenance

· Assessment of test performance

· Evaluation of problem-solving skills

e) Manage remediation of a failed element.

f) Automatically grade each element.

7. CONTINUING EDUCATION (COMPLIANCE & CE):

The Compliance & CE module shall have:

a) The ability to build customized courses.

b) Preloaded P.A.C.E. credit courses that include all major laboratory disciplines.

c) The ability to track continuing education by employee.

d) The ability to print certificates of completion or transcripts on demand.

8. SUPPORT FEATURES:

a) Contractor shall provide unlimited technical support during routine business hours.

b) Contractor shall provide software upgrades at no cost to the Government.

c) Contractor shall perform system maintenance remotely.

d) Contractor shall provide training upon request.

9. PERIOD OF PERFORMANCE: