36C25621Q1736.docx

SUBJECT*

629-22-1-036-0008, OR Workflow Service Contract (VA-22-00007346)

GENERAL INFORMATION

SET-ASIDE

Southeast Louisiana Veterans HCS 1515 Poydras Street

New Orleans LA 70112

POINT OF CONTACT*

Contract Specialist Delores Wright Delores.Wright2@va.gov 504-507-4147

PLACE OF PERFORMANCE

Southeast Louisiana Veterans Health Care System

2400 Canal Street

New Orleans LA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

This is a SOURCES SOUGHT NOTICE ONLY

This SOURCE SOUGHT NOTICE is for the purpose of Market Research. Response to this notice will be used for information and planning purposes. No proposals or quotes are being requested or accepted with this notice. THIS IS NOT A SOLICITATION FOR PROPOSALS or QUOTES and NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. This notice shall NOT be construed as solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). Responses to this notice is not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

The Network Contracting Office (NCO) 16 is seeking preferably Service-Disabled Veteran Owned Small Businesses, Veterans Owned Small Businesses, or Small Businesses (but will accept other than small business for market research purposes), capable of providing OR Workflow Licensing and Software Support for Southeast Louisiana Veterans HCS, 2400 Canal Street, New Orleans, LA 70119, LA per the DRAFT statement of work below.

The NAICS code is 541511 Custom Computer Programming Services and the Size Standard is $25 million.

Responses must be received by no later than 12:00 p.m. Central Standard Time, Wednesady, August 25, 2021. Responses shall be emailed to delores.wright2@va.gov. Capabilities Statements to include DUNS number. Facsimile or Telephonic responses will not be accepted.

Note: All interested parties are reminded to be registered, active and verified in the following to be considered for Award (as applicable).

SAM: https://www.sam.gov/portal/public/SAM/ VETBIZ: https://www.vip.vetbiz.gov/Public/Search/Default.aspx (SDVOSB/VOSB) VETS 4212 (Veteran owned small Business are reminded of Reporting Requirements):

https://www.dol.gov/vets/vets4212.htm

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. No quotes will be accepted.

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

Statement of Work OR Workflow Licensing and Software Support Southeast Louisiana Veterans Health Care System New Orleans, LA

3.1.1 The proposed contract shall include a service plan to furnish all parts and labor to support and maintain in good working condition the DSS LiveData PeriOp Planner and Manager platform at SLVHCS for a period of 12 months during the hours of operation from 7:00am – 6:00pm Monday-Friday excluding federal holidays. The systems covered are as follows:

All materials and services provided shall be in accordance with the OEM specifications and guidelines. During schedule service intervals, all parts including batteries and accessories shall be replaced at no additional cost to the Government. Unscheduled and scheduled travel are included as part of the service contract. The Scope of Work includes the following items:

3.2 Place of performance: Southeast Louisiana Veterans Health Care System (SLVHCS), 2400 Canal Street, New Orleans, LA, 70119

3.3 Hours of operation: 6:30 AM to 7:30 PM.

3.4 Requests for services shall be made via telephone or email by authorized VA Clinical Engineering personnel, the Contracting Officer, or other authorized VA designee only.

3.5 All work shall be approved prior to commencement.

3.6 Work shall not be considered complete until accepted by an authorized VA designee. Contractor shall only be paid for work that has been completed during the performance period of the contract. Contractor cannot be paid (and should not invoice for work/services that have not been scheduled or completed).

3.7 All work shall be coordinated through an authorized VA designee. Access to VA space must be coordinated and approved by VA Medicine service personnel and/or VA Clinical Engineering personnel (or designee) prior to the beginning any work that is to be performed.

4. DELIVERABLES

4.1. Contractor shall furnish all parts, maintenance kits, consumable and expendable items, and supplies necessary to perform scheduled and unscheduled maintenance on the equipment. All materials and services provided shall be according to the OEM specifications and guidelines. During scheduled service intervals, all parts including new batteries and accessories shall be replaced at no additional cost.

4.2 “Punch List” of Required Deliverables (see below):

DELIVERABLE #1:

SOFTWARE UPDATES:

Software updates and patches as necessary to maintain full functionality of the installed system. All software updates shall be installed by the contractor to current OEM specifications during the performance period of the contract at no additional cost to the government. Before installation/configuration, applicable software must be validated by the Clinical Engineering Department (or other appropriate departments/individuals) to ensure that such software conforms to the agency’s architecture and accessibility standards. Installation processes must comply with security, privacy, and safety requirements per VA standards, policies, and directives set forth. OEM software updates must meet all requirements of VA Handbook 6500 and Directive 6550. Before initiating OEM updates the contractor shall coordinate with one or more of the following parties if necessary: Clinical Engineering Department, COR, Information Security Officer (ISO).

DELIVERABLE #2:

PARTS:

Only new, standard parts shall be furnished by the contractor. All parts shall meet current manufacturer standards and have versatility with presently installed equipment. All replacement parts become the property of the Government once installed by the contractor. Replacement parts are to be disposed of by the Contractor after obtaining approval from the Contracting Officer’s Representative. Replaced parts are to be disposed by the Contractor after obtaining approval from the Contracting Officer's Representative (COR).

DELIVERABLE #3:

SCHEDULED SERVICES:

Contractor shall perform the Original Equipment Manufacturer (OEM)'s Scheduled Periodic Manufacturer's Certification, electrical safety checks, and software updates on the equipment. Scheduled travel is included as part of the service contract. The contractor shall account for all travel expenses associated with the completion of the requested tasks. Anticipated travel costs associated with the execution of the service plan(s) on the equipment shall be included in the total cost of the service plan(s). The Contractor’s technical service representative shall contact Clinical Engineering and the COR at least three (3) weeks prior to the recommended scheduled maintenance date to plan/coordinate the required work that is to be performed. All services shall be performed during normal business hours unless an alternate work schedule has been approved by Clinical Engineering and/or the COR. Normal business hours for Pathology are from 6:30 AM to 7:30 PM. Required services contained within the service plan on the equipment shall be delivered on a continual basis during the performance period of the contract. Required maintenance services and 24-7 support services (24 hours a day, 7 days a week) shall be provided as needed or as requested by the government.

DELIVERABLE #4:

UNSCHEDULED SERVICES:

Contractor shall perform all unscheduled services, including emergencies when needed. This includes on-site visits during normal business hours to include repair, labor and travel costs relating to the services to be performed. The contractor shall account for all travel expenses associated with the completion of the requested tasks. Anticipated travel costs associated with the execution of the service plan(s) on the equipment shall be included in the total cost of the service plan(s). In cases when technical support is required over the phone, the contractor shall provide technical support to the government at no additional cost. All site visits must be scheduled, coordinated, and approved by Clinical Engineering and/or the COR (or other authorized representative/designee) before such site visits take place.

DELIVERABLE #5:

MANDATORY SAFETY CORRECTIONS:

Safety corrections on the equipment as required by OEM or FDA regulations is covered within the scope of this requirement (contract).

DELIVERABLE #6:

Response Time:

Response time for scheduled preventive maintenance (PM) service is within the month when the PMs are due. Contractor shall strictly follow the PM due dates and schedule for services with Clinical Engineering in advance. Response time for unscheduled maintenance shall be within four (4) hours of first contact with the Contractor

DELIVERABLE #7

MOBILE MEDIA SCANNING:

The Contractor will identify if removable media (i.e. USB or DVD/CD Device) is required to perform the tasks/deliverables during the performance period of the contract. The COR (or other authorized representative/designee) will ensure that the removable media (to be used) is scanned with anti-virus software (to include running current virus definitions) prior to connection to any medical device system located in the facility. The computer system for scanning removable media will be designated by the COR.

DELIVERABLE #8

REPORTS/DOCUMENTATION:

For any services performed on site, upon arrival at the Medical Center, the technical service representative shall check in with the Clinical Engineering Department before performing any warranty related services, repairs and/or other maintenance services. This check-in is mandatory. A legible, signed service report shall be provided directly to Clinical Engineering Department following completion of each service call/visit and shall include equipment identification (i.e. serial number), date and time of service call, list of parts replaced, results of inspections and/or calibrations, and a description of the work accomplished. This report shall be signed or initialed by the Clinical Engineering Department. Service reports shall be provided within five days after completion of the work performed. All service reports shall be emailed within five days of completion of the maintenance work to VHANOLClinicalEngineering@va.gov and the Biomedical Equipment Support Specialist coordinating the work. During the service, the contractor shall report any changes in delivery requirements/problems to the COR (Contracting Officer Representative).

DELIVERABLE #9:

PERSONNEL:

Contractor shall provide all necessary personnel to maintain the system. Labor required for both scheduled and unscheduled (emergencies) services are included as part of the cost of the service plan/contract for this requirement. Contractor employees (who will be performing work and executing tasks/deliverables) on the equipment shall be factory trained, qualified, certified, and licensed on the specific maintenance services that are required/needed. Work/tasks shall not be performed by individuals lacking the credentials/qualifications/certifications listed herein. The Contractor shall provide written assurance of the competency for their personnel and a list of credentials of approved Field Service Engineers for each system before these individuals begin work or perform services on the equipment/system. All technical service representatives provided by the contractor shall comply with VA security management program directives and shall obtain the appropriate clearances from the VA police, possess the appropriate identification (job title, position/employer), and only be allowed in areas where access has been granted/authorized. All key personnel shall be certified by the manufacturer to be able to perform maintenance, upgrades, or any other service covered under this contract.