36C25625Q1463 sources sought.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Orchestra 7 Platorm or equal

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 39531

SOLICITATION NUMBER* 36C25625Q1463

RESPONSE DATE/TIME/ZONE 09-10-2025 12pm CENTRAL TIME, CHICAGO, USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* DA10

NAICS CODE* 513210

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue Biloxi MS 39531

POINT OF CONTACT*

Contracting Officer Tina Harris tina.harris3@va.gov

PLACE OF PERFORMANCE

ADDRESS

Department of Veterans Affairs Mobile Outpatient VA Clinic 4444 Demetropolis Road Mobile AL

POSTAL CODE 36619

COUNTRY United States

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL 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 or Small Businesses (but will accept other than small business for market research purposes), capable of providing Orchestra 7 Platform and installation for the

Mobile Outpatient Clinic in Mobile, Alabama.

See DRAFT Statement of Work for detailed services.

The NAICS code is 513210 Software Publishers, and the Size Standard is $47.0 Million.

Responses must be received by no later than 12:00 p.m. Central Time, Wednesday September

10, 2025. Responses shall be emailed to tina.harris3@va.gov Capabilities Statements to include DUNS number. Facsimile or Telephonic responses will not be accepted.

REQUEST FOR INFORMATION – INSTRUCTIONS:

The information identified below is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications mentioned.

Responses to this notice should include company name, address, point of contact, phone number, and point of contact e-mail, UEI Number, Cage Code, size of business pursuant to

North American Industrial Classification System (NAICS) 513210 (size standard of $47.0

Million). Please answer the following questions:

Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small

Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc.)?

• Is your company considered small under the NAICS code identified under this notice?

mailto:tina.harris3@va.gov

• Are you the manufacturer, distributor, or an authorized dealer of the software?

• Are you licensed to perform the services being requested?

• If you intend to subcontract any work on this contract, what portion of the total work will be performed by the subcontractor and what portion will be performed by the prime contractor? Please provide estimated detailed percentage breakdowns related to subcontracted work and completion of job.

• Does your company have an FSS contract with GSA or the NAC Contract or are you a contract holder with any other federal contract? If so, please provide the contract number.

• If you are an FSS GSA/NAC contract holder or other federal contract holder, does the contract cover the services being requested?

• Please submit your capabilities in regard to the supply/ services being requested and/or any other information to show qualifications.

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

• SAM:

https://www.sam.gov/portal/public/SAM/

• VETBIZ

https://www.vip.vetbiz.gov/Public/Search/Default.aspx

• Vet 4212 (Veteran owned small Business are reminded of Reporting

Requirements) https://www.dol.gov/vets/vets4212.htm Gulf Coast Veterans Health Care System (GCVHCS)

400 Veterans Avenue

Biloxi, MS 39531

SCOPE OF WORK AND GENERAL SPECIFICATIONS FOR ORCHESTRA QMATIC

SYSTEM OR SUITABLE

Program Manager (Requestor): Tommy Gore/Jennifer Abendan

Biomed Representative:

COR: Marty Moffett https://www.sam.gov/portal/public/SAM/ https://www.vip.vetbiz.gov/Public/Search/Default.aspx https://www.dol.gov/vets/vets4212.htm

1. Background

a. GCVHCS requires an upgrade to the to its Qmatic/Orchestra system located at the Mobile OPC Laboratory. The system was temporary shutdown and removed from the network. The upgrade enables the QMatic system’s integration into the network to meet the GCVHS growing needs as we continue to expand both our facility and our Veteran Service Availability. This system provides an organized patient workflow for collecting laboratory specimens in a timely manner. Both

Biomedical Engineering and Pathology & Laboratory Medical Service departments encourage the use of the QMatic/Orchestra system as it is considered the industry and facility standard.

2. Project Scope

a. GCVHCS requires purchase of (1) Orchestra QMATIC system upgrade installation for the timely reactivation of our Mobile CBOC Qmatic system. The product outlined in this Scope of Work should be made available for direct delivery to the project site. All requested items must meet the specifications herein this document to meet technical acceptance by requestor. See noted specifications in Section 3.

3. Specifications/Salient Characteristics

a. Patient Queuing System

i. Must allow patients to check in using a Self-Service Kiosk

ii. Must allow accurate separation of patients into at least six different queues and different locations within the designated area

iii. Must print sequentially numbered (alphanumeric) tickets for each

Location/department at time of check in

iv. Must allow modification of the number and types of ques to meet changing needs of the facility

v. Individual work-stations must interface with facility computer system to allow staff to call up the next queued patient, if needed at that location.

vi. All necessary software licenses must be included in the system purchase

vii. Must provide the ability to produce at least the following Quality

Assurance reports:

1. Patient Wait Times

2. Transaction/Encounter Times of Workstations (time spent with patient at each station)

3. Time between Patient Encounters

4. Report must indicate specific workstation, user, or location when generating the reports.

5. Remote monitoring of current wait times at near or remote locations by location manager.

6. Ability to move queued patients from one location or que to another as needed

7. Number of overall encounters per day

8. Number of overall encounters per unique user

9. Ability to generate all reports on an as need basis by defined time frames (day, week or month)

viii. Must be installed to the same specifications in all locations

ix. Must be configured for each location and successfully tested

x. Must include all items for connectivity of communication between components of system and SLVHCS computer system

xi. Must be able to send text message alerts in predefined situations for specific queues

b. Server

i. Must be a type B server, rack mount type

ii. Must include an MS SQL Standard Edition data base system loaded onto server

iii. Must include any licensing, software and/or hardware necessary to interface all parts of the system

iv. Must include all necessary power cords for a 110 V operation

v. Must include any hardware necessary to install on the rack in the server room

vi. Must include ability for Biomedical Engineering staff to access server as administrator

c. Training

i. Must provide onsite end-user training for 10-15 staff members

ii. Must provide onsite training of report generation to designated staff (4 staff members)

iii. Must provide training to Biomedical Engineering staff sufficiently to operate the system

4. Delivery Location

Attn: Tommy Gore, Supervisor, Mobile Laboratory

Mobile VA Outpatient Clinic (new)

4444 Demetropolis Road

Mobile, AL 36619

5. Warranty and Support

a. VA Biomedical Engineering will have full access to the hardware that constitutes this equipment. The VA Biomedical Engineering point of contact must be briefed, by the vendor, on all upgrades and changes and agrees to each prior to shipment. The vendor will provide two (2) sets of user manuals and technical manuals to VA Biomedical Engineering. Additionally, Contractor shall provide the standard OEM (Original Equipment Manufacturer) warranty period for all equipment provided starting upon receipt of delivery to VA.

6. Material Safety Data Sheet (MSDS)

a. Contractor shall provide three (3) copies of each Material Safety Data Sheet for every product, chemical, etc. used on this project. MSDS sheets shall be provided for any material on the same day those materials arrive on VA property.

At no time shall the contractor have, or permit subcontractors to have, materials on station without MSDS sheets. All instructions for use shall be followed.

Products will not be used until MSDS's are submitted to the COR.

b. The contractor shall maintain a current, green in color, loose-leaf notebook on the job site at all times, which is readily available for viewing by the COR or VA

Safety Officer.

7. Delivery Coordination

a. Normal business hours for acceptance of deliveries are 8:00am-3:30pm, Monday thru Friday excluding Federal Holidays. Deliveries must be coordinated in advance with COR once a ship date is established. The COR or Biomed

Representative shall be the only VA entity signing for freight received on this requirement. All items included in the requirement shall be shipped and delivered to site at same time. If deliveries must be broken into several shipments due to size, this must be coordinated in advance with the COR.

Failure the coordinate shipment with COR, may result in failure to deliver on site and cause re-scheduling of delivery/freight.

8. Additional Charges

a. There will be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts or installation.

9. Packaging Waste management

a. Contractor shall remove packaging materials and all shipping debris from site and dispose of at appropriate recycling facilities. Contractor shall collect and separate for disposal all paper, plastic, polystyrene, corrugated cardboard, packaging material in appropriate bins for recycling on site if available. Contract shall fold metal and plastic banding, flatten and place in designated areas for trash as provided at CBOC.

End of Document