36C25626Q0167 License Subscription Software Renewal MEDVAMC.pdf

Special Notice

*= Required Field Special Notice

SUBJECT* NOTICE OF INTENT TO SOLE SOURCE TO SDVOSB Follow on to Existing for Software License/Subscription Support and Maintenance (Vocera)

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056-5643

SOLICITATION NUMBER* 36C25626Q0167

RESPONSE DATE/TIME/ZONE 11-20-2025 16:00 CENTRAL TIME, CHICAGO,

USA

ARCHIVE 10 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

PRODUCT SERVICE CODE* 7A21

NAICS CODE* 541519

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 16

Galleria Financial Center

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

POINT OF CONTACT*

Contract Specialist

Jeneice Matthews jeneice.matthews@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov

URL DESCRIPTION Department of Veterans Affairs

AGENCY CONTACT’S EMAIL ADDRESS jeneice.matthews@va.gov

EMAIL DESCRIPTION 36C25626Q0167 Subscription Follow on to Existing

DESCRIPTION

This is a Special Notice issued only as a Notice of Intent to Sole Source. The responses to this posting will be used to establish the procurement strategy for example, set-aside, sole source, unrestricted for a solicitation that VA intends to post in the near future. Please review the attached document(s) for more details on this requirement. See attached file(s): 36C25626Q0167

NO SOLICITATION EXISTS AT THIS TIME. Please provide the information you deem relevant in order to respond to the specific inquiries of the description. Interested parties are encouraged to furnish information by email only with RESPONSE TO INTENT TO SOLE SOURCE – 36C25626Q0167 in the subject line. The Department of Veteran Affairs (VA), Veterans Health Administration, Network Contracting Office 16, Houston, Texas 77056, intends to negotiate and award a sole source, single, firm-fixed price contract to GOVERNMENT MARKETING AND PROCUREMENT, LLC for Software License/Subscription Support and Maintenance as a Follow on to Existing Vocera Premier Communication at the Michael E. DeBakey VA Medical Center (VAMC) located in Houston, Texas in accordance with 41 U.S.C. 3304(a)(1) as implemented by Federal Acquisition Regulation (FAR) Part 6.103-1, “Only one responsible source and no other supplies or services will satisfy agency requirements”.

This Special Notice is published in accordance with FAR Part 5.101(a)(1) requiring the dissemination of information regarding proposed contract actions. This is not a request for competitive offers, and no solicitation is available. Market research has determined that the highly specialized service for the acquisition is 1) essential to the Government’s requirements, 2) available from the only source capable for the continued provision of highly specialized services and if not procured would ultimately cause unacceptable delays in fulfilling this requirement and 3) no other type of service will satisfy agency requirements. The Government intends to award the contract with an anticipated date of 31 December 2025 to GOVERNMENT MARKETING AND PROCUREMENT, LLC 13350 Ranch Road 12 Wimberley, TX 78676 U.S. UEI: E3W3M92ASRQ5. The intended procurement will be classified under North America Industry Classification System (NAICS) 541519 Other Computer Related Services with a small business size standard of $34,000,000.00.

Tentative Period of performance: 01/01/2026 – 12/31/2031

Basic description of the requirement: The Contractor shall furnish non-personal services to provide Software License/Subscription Support and Maintenance as a Follow on to Existing Vocera Premier Communication at the Michael E. DeBakey VAMC in Houston, TX. THIS SPECIAL NOTICE ISSUED AS A

NOTICE OF INTENT TO SOLE SOURCE IS NOT A SOLICITATION OR REQUEST FOR COMPETITIVE

QUOTES. However, interested parties may identify their interest and capability to respond to this requirement no later than the date/time indicated below. A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the government. Information received will normally be considered solely for determining whether to conduct a competitive procurement. The VA will NOT be responsible for any costs incurred by interested parties in responding to this notice of intent. Only written responses will be considered. All responses from responsible sources will be considered. As a result of analyzing responses to this notice of intent, the government will determine if a solicitation be issued. Any prospective contractor must be registered in the System for Award Management (SAM) with a current registration to be eligible for award.

RFI responses are due by 4:00p.m. Central Time on November 20, 2025; size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word or Adobe Acrobat format and virus checked prior to submission via email to Jeneice Matthews, Contracting Officer jeneice.matthews@va.gov. All documents submitted will not be returned. All interested parties shall submit clear and convincing documentation demonstrating their capabilities to satisfy the requirements to Jeneice Matthews, jeneice.matthews@va.gov.

Capability documentation should include general information and technical background describing in detail the prospective contractor's capabilities and experience that will demonstrate the ability to support the requirement.

36C25626Q0167 DRAFT Statement of Work 1

1. General Information:

The Department of Veterans Affairs (VA) Michael E. DeBakey VA Medical Center (VAMC) located at 2002 Holcombe Boulevard in Houston, Texas 77030 require Software License/Subscription Support and Maintenance which includes 1) One Year Perpetual License for use by Michael E. DeBakey VAMC, 2) One Year Subscription Term License for use by Michael E. DeBakey VAMC, 3) Software Maintenance Updates, and 4) Unlimited Technical Support as a follow on to the existing communication system. The contract shall be for a Firm-Fixed Price.

2. Non-Personal Services: The government shall neither supervise Contractor personnel nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the government assign tasks to, or prepare work schedules for, individual Contractor personnel. It shall be the responsibility of the Contractor to manage its personnel and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer immediately.

3. Place of Performance:

3.1 Michael E. DeBakey VA Medical Center

2002 Holcombe Blvd.

Houston, Texas 77030

4. Period of Performance: This is for a base of one (1) year, with four (4) additional, 1-year options to be exercised at the government discretion.

4.1 Base Year: January 1, 2026 – December 31, 2026

4.2 Option Year 1: January 1, 2027 – December 31, 2027

4.3 Option Year 2: January 1, 2028 – December 31, 2028

4.4 Option Year 3: January 1, 2029 – December 31, 2029

4.5 Option Year 4: January 1, 2030 – December 31, 2030

5. Equipment Schedule:

Manufacturer: Vocera

Item # Description/Part Number* Products (including software, licenses) Qty

0001 Add-on support 1-LT 0002 Engage, Premier Support, Instance 1-YR

Engage, Premier Support, Enterprise License, Per Bed (Includes Platform License)

540-EA

Vocera Premier Support, SIP Telephony, 6 ports

5-EA

Vocera Premier Support, Enterprise Lic, 150 Users

1-YR

Vocera Premier Support, Enterprise Lic, 50 User Add-On

1-YR

0007 Vocera Premier Support, Enterprise 1-YR

DRAFT

36C25626Q0167 DRAFT Statement of Work 2

License - Voice, 150 User Add-On

Vocera Premier Support, Enterprise License - Voice, 300 User Add-On

1-YR

Vocera Platform, Premier Support, Instance

1-YR

Vocera Platform, Premier Support, Virtual Appliance

2-EA

Vocera Premier Support, Messaging, 50 users

1-YR

Vocera Premier Support, Messaging, 50 user add-on

3-EA

Vocera Premier Support, Messaging, 25 user add-on

3-EA

Vocera Premier Support, Messaging, 25 user add-on - Prorated

1-YR

Vocera Premier Support, Messaging, 50 user add-on - Prorated

1-YR

Vocera Premier Support, Messaging, 300 user add-on - Prorated

1-YR

6. Description: The Contractor shall furnish all labor, materials, parts/supplies, equipment, tools, supervision, trained technicians, and transportation required to provide access, licensure, updates, telephone support, maintenance and software support for Vocera Premier system including upgrades in accordance with original equipment manufacturer (OEM) specifications from 8:00a.m. – 4:30p.m.

Central Time, weekdays, no holidays. The Perpetual Term License and Subscription Term Renewal is for the use of licenses, such as customer support, system maintenance, reasonable levels of enhancements, consulting services, messaging, appliance, engage per bed, and solutions for user identified improvements, programming budgeted for five (5 )days/year to cover miscellaneous needs identified by Michael E. DeBakey VAMC users located in Houston, Texas.

7. Tasks:

7.1 The Contractor shall maintain the Vocera Premier system and test immediately following receipt of order.

7.2 The Contractor shall provide software updates remotely, as they become available, or shipped on

Compact Disc (CD) to the COR. Any updates to Vocera Comunications software must be made available to the COR within 30 days of release by the manufacturer.

7.3 Contractor shall provide services remotely for the Michael E. DeBakey VAMC.

7.4 The Contractor shall provide Vocera Premier software support to Michael E. DeBakey VAMC immediately following software installation and in accordance with this SOW.

7.5 The Contractor shall provide 24-hour telephone support (refer to Section 7.6 Communication Services).

7.6 Communication Services: The Contractor shall provide 24-hour telephone support Monday through

Friday excluding government observed holidays. The Contractor shall provide telephone support service to COR and respond to COR within one hour of a call placed by COR to the Contractor.

7.7 A call center shall be maintained for government assistance Monday – Friday 8:00a.m. – 4:30p.m.

Central Standard Time, not including Federal holidays. This includes up to 5 after hours calls per year without additional costs.

36C25626Q0167 DRAFT Statement of Work 3

7.8 A prorated license fee shall be assessed for the use of the software.

7.9 Software updates shall be provided at no additional charge.

7.10 The system software problem identification and enhancements with an amount not to exceed 9 days. This shall be conducted via teleconferences as no travel shall be included.

7.11 The Contractor shall maintain the Vocera Premier software support and system at all times on a

Michael E. DeBakey VAMC server.

7.12 The Contractor shall maintain a person with VA security clearance to remotely access the system as needed.

7.13 The Contractor shall maintain a Return Material Authorization (RMA) Contact.

7.14 The Contractor shall interact with Michael E. DeBakey VAMC Information Technology (IT) department as needed.

7.15 The Contractor shall provide on call services when VISTA/ Computer Patient and Record System

(CPRS) is down.

7.16 The Contractor shall provide maintenance of secure system configurations and participation in annual IT Federal Information Security Management Act (FISMA) assessments to ensure compliance with FISMA requirements.

7.17 Maintenance: The Contractor shall furnish a hard copy and one (1) electronic copy of the completed maintenance report to the COR within thirty (30) days after completion of the maintenance.

7.18 Copyrighted Materials: The Contractor shall not engage in any unauthorized duplication of copyrighted materials by photocopying or any other means that would expose the government to liability for penalties under existing or future copyright laws.

7.19 Office Equipment: The Michael E. DeBakey VAMC shall provide a server with access for official use only.

7.20 The Contractor shall provide assistance to Michael E. DeBakey VAMC user supporting servers, workstations, touch screen monitors, and Real Time Location System (RTLS) hardware when Contractor application software issues arise.

8. Delivery:

8.1 The Contractor shall send the first Vocera Premier software update within one week of receipt of effective date of award and commence telephone support immediately, coordinating with the Contracting Officer’s Representative (COR).

9. DELIVERABLES: The Contractor shall deliver to the COR a completed copy of the Contractor Rules of Behavior within three (3) workdays from contract award.

9.1 The Contractor shall submit personnel qualifications as per the SOW.

9.2 The Contractor shall submit a copy of insurance.

9.3 The Contractor shall submit a current and valid certificate/licensure.

9.4 The Contractor shall timely submit all reports and respond timely to service requests.

9.5 The Contractor shall complete training requirements as per the SOW.

10. Hours of Coverage:

10.1 All work shall be conducted from Monday through Friday at 8:00a.m. – 4:30p.m., excluding Federal holidays and unless other times are arranged in advance and approved in writing by the delegated VA POC. The government also observes Executive Orders, President’s Proclamation, and days designated by Federal Statute.

36C25626Q0167 DRAFT Statement of Work 4

10.2 The government hereby provides notice, and the Contractor hereby acknowledges receipt that government personnel observe the listed days as holidays:

New Year’ Day January 01 Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Day Third Monday in June Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veteran’s Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

10.3 If the holiday falls on a Sunday, the following Monday will be observed as a national holiday.

When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S.

government agencies, and any other day specifically declared by the President of the United States.

10.4 In addition to the days designated as holidays, the government observes the following days:

10.4.1 Any other day designated by Federal Statute.

10.4.2 Any other day designated by Executive Order.

10.4.3 Any other day designated by the President’s Proclamation

10.5 It is understood and agreed between the government and the Contractor that observance of such days by the government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation. In the event the Contractor’s personnel work during the holiday, they may be reimbursed by the Contractor, however, no form of holiday or other premium compensation shall be reimbursed either as a direct or indirect cost, other than their normal compensation for the time worked.

11. The following laws, regulations, policies, and procedures, including all subsequent changes or updates apply:

FAR Federal Acquisition Regulation VAAR Veterans Administration Acquisition Regulation Standards All applicable Federal, State, Local and Industry: Laws, Policies and

Standards as applicable to the proper performance afore and hereafter described.

12. Glossary:

CO Contracting Officer CDR Contract Deficiency Report MEDVAMC Michael E. DeBakey VA Medical Center OEM Original Equipment Manufacturer

36C25626Q0167 DRAFT Statement of Work 5

OSHA Occupational Safety and Health Administration The Joint Commission Business Day: A business day includes the entire 24-hour period ending at midnight, and a notice required by the regulation is effective even if given outside normal business hours.

13. Parking: It is the responsibility of the Contractor personnel to park at the appropriate designated parking areas. The government does not validate or make reimbursement for parking violations of the contractor personnel under any circumstance.

14. Gray Market Prevention:

(a) No gray market or remanufactured items will be acceptable. Gray market items are OEM goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for a service contract for the purchase of new medical products for the Michael E.

DeBakey VAMC. No remanufactures or gray market items will be acceptable.

(b) Vendor shall be the Original Equipment Manufacturer (OEM) or an authorized approved vendor by the OEM for the proposed service contract for the purchase of new medical equipment to include replacement parts, such that the OEM’s warranty and service associated with the equipment and system is in accordance with the OEM terms and conditions.

(c) The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right to enforce any of its contractual remedies.

This includes termination of the contract or, solely at the VA’s election, allowing the Vendor to replace, at no cost to the government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discover of such items.

15. Warranty: The Contractor shall warrant all components for a period of at least one year. The warranty must include unlimited telephone and e-mail support for questions regarding operation. All costs including parts, labor, travel, and other expenses necessary to repair equipment will be borne solely by the contractor at no additional cost to the U.S. Government.

16. Privacy Information:

16.1 The Contractor will not have access to VA desktop computers, nor will they have access to online resources belonging to the government while conducting services. The Contractor personnel shall secure (in a sealed envelope) and relinquish any documentation found anywhere on the VA grounds that contains sensitive VA patient and/or government information such as privacy information within 60 minutes of finding such documentation to the Privacy Officer, MEDVAMC. If the Privacy Officer is not available, please relinquish any documentation found to the VA Police Services in Building 100, first floor.

17. Safety: Safety precautions shall include, but are not limited to the following requirements:

a) Occupational Safety and Health Act (OSHA)

b) Applicable State and Local Safety Operation Procedures

c) VA Safety Practices and Policies, VAMC standard operating procedures, and any other Federal, State, and Local regulations pertaining to the equipment listed for this contract.

d) JCAHO (The Joint Commission, formerly, Joint Commission Accreditation of Healthcare

Organizations)

18. Invoicing/ Billing Requirements

36C25626Q0167 DRAFT Statement of Work 6

18.1 The Contractor shall submit requests for payment electronically to the VA’s Tungsten Network (https://www.fsc.va.gov/einvoice.asp ). Payment for services provided under the terms of this contract will be made upon delivery, inspection, and acceptance of all line items. Invoices shall be properly prepared in accordance with Federal Acquisition Regulation (FAR) 52.212-4.

18.2 Invoices shall include, at a minimum, the following information:

a) PO (Purchase Order) number and Contract Number

b) Company Name, Address, and telephone number

c) Invoice Date

d) Invoice Number

19. Changes to the Statement of Work (SOW): Any changes to the SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Price/cost incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor. During the term of this contract, medical equipment may be added or deleted from this contract as equipment is replaced, added or removed from service at the medical facility. Any such change shall be reflected in a written modification to this contract signed by the Contractor and the Contracting Officer.

END OF SOW