36C25519Q0691-000.docx

DRAFT SOW

FedBizOpps Sources Sought Notice

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* = Required Field FedBizOpps Sources Sought Notice Rev. March 2010 J Provation MD Gastroenterology Software Maintenance 66048 36C25519Q0691 N 541519 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048 daniel.thomas6@va.gov Robert J. Dole VA Medical Center 5500 E Kellogg Ave Wichita, KS 67218 daniel.thomas6@va.gov daniel.thomas6@va.gov daniel.thomas6@va.gov daniel.thomas6@va.gov This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort.

The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract on the basis of this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice.

The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below.

Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

The VA Heartland Network 15, Contracting Office located at 3450 South 4th Street, Leavenworth, KS, 66048-5055 is seeking SEE BELOW DRAFT STATEMENT OF WORK.

NAICS Code: 541519 (Other Computer Related Services) $27.5 Million.

Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Currently a total set-aside for Service Disabled Veteran Owned Small Business firms is anticipated based on the Veterans Administration requirement with Public Law 109-461, Section 8127 Veterans Benefit Act. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. This contract shall include a base year and four one-year options. The North American Classification System (NAICS) code for this acquisition is 541519 (Other Computer Related Services) $27.5 Million, the Product and Service Code is J070 Maintenance and Repair of Automatic Data Processing Equipment, Software, Supplies and Support Equipment). The small business size standard is $27.5 Million. Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM located on the web at www.sam.gov). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors should submit information by e-mail: to Daniel.Thomas6@va.gov.

All information submissions should be received no later than 12:00 pm CST on July 6, 2019. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation will be published.

PERFORMANCE WORK STATEMENT (PWS)

FOR

PROVATION MD GASTROENTEROLOGY SOFTWARE MAINTENANCE (MX)

AT

ROBERT J. DOLE VAMC

1. DESCRIPTION OF SERVICES: The Contractor shall provide all services remotely and on-site, to include personnel, labor, equipment, materials, supervision, tools, test equipment, transportation, and any other items necessary to provide full-service ProVation MD software maintenance services at the Robert J. Dole Veterans Affairs Medical Center (VAMC) as defined within this Performance Work Statement (PWS). The Contractor shall comply with all local, county, state, federal, VA, Joint Commission, and Life Safety Code standards as described in the PWS & the contract's terms & conditions. The Contractor is expected to use innovative solutions to effectively accomplish PWS requirements in a timely manner at reduced costs & in a way that fosters pride & ownership in the services provided.

2. TECHNICAL REQUIREMENTS:

All services shall be performed in accordance with standard industry practices and quality control measures.

Contractor shall provide a full-service maintenance contract for the ProVation MD program which will include, but will not be limited to, software support, bi-annual essential updates, enhancement, security patches, telephone support, and remote access support.

All Contractor personnel shall report to the COR to sign in before any work is performed on the premises of the Robert J. Dole VAMC, and to sign out after completion of assignment. The Contractor shall furnish a detailed field service report, or equivalent showing the work completed.

2.1. Maintenance Services: Subject to exclusions below, and during the maintenance service term, ProVation will provide the following for the Licensed Software:

a) correct reported failures of the Licensed Software to substantially perform in conformance with the Documentation;

b) furnish, at no additional charge updates which ProVation makes generally available to its VAs under maintenance without an additional fee; and

c) provide telephone support and/or remote access support per the ProVation Customer Support Handbook. ProVation's obligation described herein applies only to the current version of the Licensed Software and the immediate prior version. The maintenance services are further described in ProVation’s Support Handbook, which may be revised by ProVation, in its reasonable discretion, from time to time.

2.2. Termination of Maintenance: Maintenance services will automatically end at the conclusion of each performance period, unless an option year is exercised within the terms and conditions of the contract. If the Robert J. Dole VAMC 's license to use any of the ProVation software is terminated for any reason, maintenance services will also terminate.

3. GENERAL:

The delegated COR, Mr. Douglas Stehm, can be reached by telephone at (316) 685-2221 ext. 53032 or by email at v. This delegation may be changed at the Contracting Officer’s (CO) discretion.

The Contractor shall not perform any services that will result in additional charges without prior approval from a warranted Contracting Officer acting within the means of their warrant.

3.1. Contract Management: The Contractor shall identify in writing to the CO, a primary and alternate Contract Manager who has the authority to act on all contractual matters relating to daily operations.

3.2. Contractor Personnel: All Contractor personnel must be able to read, write, speak and understand English fluently. Contractor personnel shall present a neat appearance, appropriate to the type of work being accomplished and be easily identified as Contractor employees. The Contractor shall not employ persons for work on this contract who have been identified to the Contractor by the CO as a potential threat to the health, safety, security, general wellbeing or operational mission of the facility and its population.

3.3. Hours of Operation: All work shall be completed during regular business hours. The regular business hours for the Robert J. Dole VAMC are Monday through Friday from 0800 to 1630 hrs CST, excluding federal holidays which have been listed below.

3.4. Insurance: Before commencing work under this contract, the Contractor shall furnish to the CO, a certificate of insurance indicating the coverage outlined and containing an endorsement to the effect that cancellation, of or any material change in the policies which adversely affect the interests of the Government in such insurance shall not be effective unless a 30-day advance written notice of cancellation of change is furnished the CO.

3.5. Safeguarding Information: Contractor shall ensure the confidentiality and security of all patient information and shall be held liable in the event of breach of confidentiality.

3.6. Access to VA Information and VA Information Systems: All Contractors and subcontractors working with VA Sensitive Information are subject to the same investigative requirements as those of regular VA appointees or employees who have access to the same types of information. The level of background security investigation will be in accordance with VA Directive 0710, Handbook 0710, which are available at: http://www1.va.gov/vapubs/ and VHA Directive 0710 and implementing Handbook 0710.01 which are available at: http://www1.va.gov/vhapublications/index.cfm. Contractors are responsible for screening their employees.

The Contractor agrees to:

a. Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies:

i. The systems of records; and

ii. The design, development, or operation work that the Contractor is to perform;

b. Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation of a system of records on individuals that is subject to the Act; and,

c. Include this Privacy Act clause, including this subparagraph (3), in all subcontracts awarded under this contract which requires the design, development, or operation of such a system of records.

In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a system of records on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a system of records on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a system of records on individuals to accomplish an agency function, the Contractor is considered to be an employee of the agency.

a. “Operation of a system of records” means performance of any of the activities associated with maintaining the system of records, including the collection, use, and dissemination of records.

b. “Record” means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history and contains the person’s name, or the identifying number, symbol, or other identifying particular assigned to the individual, such as a fingerprint or voiceprint, or a photograph.

c. “System of records on individuals” means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual.

3.7. Quality Assurance: The Contractor shall establish and maintain a written quality assurance and control plan to assure that the requirements of Robert J. Dole VAMC are met. The Government may use various quality assurance methods to determine the Contractor’s compliance with the PWS and the contract requirements in accordance with FAR Clause 52.212-4, Contract Terms and Conditions - Commercial Items (a) Inspection/Acceptance. The Contractor’s performance shall be evaluated through periodic inspections. The Government may inspect each task as completed or increase the number of quality control inspections, if deemed appropriate, because of repeated failures discovered during quality control inspections. Likewise, the Government may decrease the number of quality control inspections if performance dictates.

3.8. Performance Evaluation Meeting: The Contract Manager may be required to meet with the COR and the CO during the performance period of this contract. Meetings shall be as often as necessary thereafter as determined by the CO. The written minutes of all performance evaluation meetings will be prepared by the COR and signed by the Contract Manager, CO, and COR. Should the Contractor non-concur with the minutes, the areas of non-concurrence shall be submitted in writing to the CO within 10 calendar days of receipt of the signed minutes. The minutes shall be included in the contract file.

3.9. Infection Control: There is a potential for exposure to blood borne or other infectious material with equipment throughout the hospital. All Contractor personnel are cautioned and must se “Universal Precautions” (i.e. hand washing and wearing personal protective equipment; gloves, aprons, goggles, etc…) as appropriate during the performance of this contract.

3.10. Payment: Payment will be made quarterly, in arrears, and upon receipt of a properly prepared invoice which references the period for which payment is due, the contract number and/or assigned purchase order number.

4. DELIVERY & LOCATION INFORMATION:

Gastroenterology Software Maintenance Page 7 of 7 17 July 2019