36C25722Q0647.docx

General Conditions and Statement of Work Package 033: Eye 5

GENERAL INFORMATION

SET-ASIDE

NCO 17 North Texas Healthcare System Regional Procurement Office West (RPO-W) 124 E. Hwy 67, Suite 100 Duncanville TX 75137

POINT OF CONTACT*

Contracting Officer Julius J. Mack Jr julius.mackii@va.gov 972-708-0829

PLACE OF PERFORMANCE

Initial Outfitting, Transition and Activation Proj

9939 State Hwy 151

San Antonio Texas

ADDITIONAL INFORMATION

DESCRIPTION

Sources Sought Notice Sources Sought Notice This RFI is for ORCONTROL and Equipment and Licenses for Northwest health Care Center Outpatient Clinic

Sources Sought Notice

THIS REQUEST FOR INFORMATION (RFI) IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION.

THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201(e).

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. IAW 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.

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. This is a sources sought synopsis only. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification relative to NAICS 541512 (size standard of $30 M). Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought synopsis, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement.

The Department of Veterans Affairs (VA), VISN 17 Network Contracting Office, is seeking sources that can supply and deliver the ORCONTROL Equipment and Licenses for the VA SA Northwest Health Care Center Outpatient Clinic

The FAR Clause 52.211-6 Brand Name or Equal applies to this RFI. Any items stated as equal not confirming to the requirements will be considered non- responsive.

The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services 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.

If you are interested and are capable of providing the sought out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:

(1) Is your business a: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Small Business, Large Business, etc.?

(2) Is your company considered small under the NAICS code identified under this RFI?

(3) Are you the manufacturer or a distributor of the items being researched above?

(4) If you’re a small business and you are an authorized distributor/reseller for the items identified above, do you alter; assemble; modify; the items requested in any way?

(5) If you do, state how and what is altered; assembled; modified?

(6) Does your company have FSS GSA/NASA SEWP/NAC or any other federal contract? If so, please provide the contract number.

(7) If you are an FSS GSA/NASA SEWP/NAC or federal contract holder, are the items you are providing information for available on your schedule/contract?

(8) Please submit your capabilities in regards to the salient characteristics being provided and any information pertaining to “equal to items” to establish capabilities for planning purposes?

*** Submissions addressing Section (8) should show clear, compelling and convincing*** evidence that all “equal to items" meet all the salient characteristics.

Responses to this notice shall be submitted via email to Julius.mackII@va.gov. Telephone responses shall not be accepted. Responses must be received no later than 12PM CST. May 19, 2022. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this source sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. Please reference 36C25722Q0647.

Statement of Work

Introduction The VA SA Northwest Health Care Center Outpatient Clinic (NWHCC) has a requirement to purchase with Health Care Control Systems to supply and deliver the ORCONTROL and equipment and licenses. This requirement is in support of a basis of design brand or equal requirement. This requirement is in support of the activation of the NWHCC. Item(s) are to be delivered to the location specified in section 2.4.1.

1 General Conditions

1.1 Site Address

1.1.1 The address of the VA SA Northwest Health Care Center Outpatient Clinic is listed below. Additional information on delivery is located in section 2.4.

SA Northwest Health Care Center Outpatient Clinic Initial Outfitting, Transition and Activation Project 9939 State Hwy 151 San Antonio, TX 78251

1.2 Delivery Schedule

Items shall be delivered no earlier than the estimated delivery start date and no later than the delivery end date listed below:

POP: 6/1/22-5/31/23 Base to include four option years Option 1: 06-01-2023 – 05-31-2024 Option 2: 06-01-2024 – 05-31-2025 Option 3: 06-01-2025 – 05-31-2026 Option 4: 06-01-2026 – 05-31-2027

1.3 Schedule and Order Management

1.3.1 The above delivery schedule is based upon the current construction schedule, which is subject to change. The vendor shall not increase prices for a change in delivery date for up to 30+ days due to construction delays.

1.3.2 The awardees actual delivery dates will be confirmed by VA upon award.

1.3.3 Post-award the vendor will coordinate delivery prior to beginning any work (see section 2.4). Once the dates have been confirmed, modifications to the schedule are subject to written approval by the VA POC and the vendor. Schedule changes that are beyond the dates specified in the contract will require approval by the Contracting Officer and a contract modification.

1.4 Delivery and Receiving

1.4.1 Delivery and receipt of the proposed items is anticipated to be directed to the location identified below. Confirmation of delivery location will be provided by the VA POC post-award. Delivery must be coordinated with VA Logistics POC Ray Reil (primary), 210-617-5300 x65413 or Joseph Catrucco (secondary), 210-617-5300 x15306 prior to any attempts at delivery. Any item that has not been coordinated will be turned away and any additional charges will be the responsibility of the sender/transportation company.

☒ VA SA Northwest Health Care Center Outpatient Clinic (Direct Delivery to address detailed in paragraph 2.1.1)

1.4.2 Delivery shall be freight on board (FOB) – Destination.

1.4.3 The vendor is required to define the need for a staging area to accommodate item delivery, if needed. Post-award, this information will be confirmed with the vendor.

1.4.4 The delivery of items identified in this document shall take place during normal business hours which are defined as: 0800 to 1630 (i.e.: 8:00am to 4:30pm Central Time), Monday through Friday, and excluding Federal Holidays.

1.4.5 Delivery trucks will not be permitted to remain at the loading dock. Trucks shall be unloaded, moved from the dock, and then brought back to the dock if required to haul out any waste, tools, or excess materials.

1.4.6 Labeling of delivered items shall include the awarded contract number and VA purchase order number for identification and reference upon receipt of product.

1.5 Use of Warehouse

1.5.1 If the vendor requires the use of the Government’s activation contractor’s warehouse to meet the requirements of this contract the vendor must provide a certificate of insurance prior to the delivery and offloading of the item(s). This insurance certificate must be completed and presented to the activation contractor prior to delivery.

1.5.2 The vendor shall communicate through the VA POC any required coordination requirements.

1.6 Clean Up and Disposal

1.6.1 There are no dumpsters available for vendor use.

1.6.2 The removal of waste and/or excess material shall be conducted through the loading dock area. Delivery trucks and/or other vendor vehicles will not be permitted to remain at the loading dock. Vehicles will need to be brought back to the dock if required to remove any waste, tools, or excess materials.

1.7 Deliverables

1.7.1 The vendor shall provide CAD drawings (including shop drawings) and specifications for site prep for their product as required.

1.7.2 The vendor shall provide a completed VA Form 6550 with submittal documents for any and all item(s) that may connect to the VA network and medical devices that store sensitive patient information.

1.8 Assembly and Installation [☒ is ☐ is not required]

1.8.1 The vendor is required to manage and coordinate installation at the VA NWHCC with the VA POC.

1.8.2 Vendor will install and customize the ORCONTROL™ system at STVHCS Vendor will not cover the following costs: 1) STVHCS and third-party personnel that may be involved in the project; 2) Procurement, installation, imaging, administration of the Windows servers required by the project; 3) Installation of electrical outlets and data cabling required by the project; 4) Installation, imaging, administration of the 17 Windows workstations, one for each display.

1.8.3 Vendor will be responsible for coordinating installation with VA STVHCS COR, Surgical ADPAC, Biomedical Engineer Department, OIT&T.

1.8.4 On-site assembly and installation of items, and performance of services identified in this document shall take place during normal business hours which are defined as: 0800 to 1630 (i.e.: 8:00am to 4:30pm Central Time), Monday through Friday, and excluding Federal Holidays.

1.8.5 The vendor is required to define the need for a staging area to accommodate item assembly and installation, if needed. Post-award, this information will be confirmed with the vendor.

1.8.6 The vendor is required to provide tools, labor and materials to complete assembly and installation of the items detailed in this document.

1.8.7 The vendor shall protect all finished spaces and surfaces as required from delivery and installation damage. The vendor shall use covering and protection to the extent necessary to prevent damage to finished spaces. Any damage occurred during delivery and installation is the responsibility of the vendor. The vendor will be responsible for paying for and repairing any damage or noted deficiencies to finished spaces and surfaces that occur as a result of the vendor’s (or associated sub-contractors) installation.

1.8.8 During the entire duration of assembly and installation, the vendor will have a competent representative on-site as the vendor’s contact, and to serve as the interface between the vendor and VA NWHCC. On-site representative can be the installer. All instructions provided from COR to the representative will be binding as if given to the vendor’s main contact. The COR may provide specific instructions, however, only the Contracting Officer may change the terms or conditions of the contract.

1.9 Training [ ☒ is ☐ is not required]

1.9.1 The vendor shall coordinate through the VA POC to provide a hands-on product customization and training sessions to staff selected by the VA. Training shall be completed within 4 months after final installation of equipment. The vendor will provide a electronic copy of the training to the VA POC for VA to use to train additional personal at a future date. In addition, the vendor shall provide additional training documents to the VA POC for training additional persons at a future date.

1.10 Standard Warranty

1.10.1 The products shall be covered by vendor’s standard warranty terms and provisions, provided, however that the warranty coverage shall be no less than the following:

1.10.2 The Vendor shall provide a warranty certificate/form stating the warranty period, terms, and information required to initiate the warranty.

1.10.3 The warranty period set forth therein shall run for one year following the first day of use at NWHCC;

1.10.4 The vendor shall extend such warranty directly to the customer as if such customer had purchased the Products directly from the vendor;

1.10.5 The vendor shall warrant the products against defects in material and workmanship under normal use and service, repair or replace at vendor’s cost any defective Product (or issue a credit or refund, as the case may be, based on the purchase price paid therefor); and

1.10.6 The vendor shall pay (or refund the amount of) all freight and shipping charges for any defective Products returned under this paragraph.

1.11 Use of Premises

1.11.1 If during the performance of this contract, work will be carried out on VA NWHCC premises, the vendor shall perform all work in such a manner that will cause a minimum interference with VA NWHCC operations and the operations of other contractors on the premises.

1.11.2 The vendor shall communicate through the VA POC any required coordination requirements with the General Construction contractor prior to and during delivery and installation activities.

1.11.3 The project may be an active construction site during delivery and installation. The vendor shall take all necessary precautions to protect the premises and all persons and property therein from damage or injury. The vendor shall assume responsibility for taking precautions for the vendor's (and associated subcontractors’) employees, agents, licensees, and permittees. The vendor shall abide by any safety requirements imposed by the GC (e.g. hard hats, safety vests).

1.12 Maintenance and Support

1.12.1 HCS will provide STVHCS with the following software support, maintenance, and upgrade services for the term of each license. Installation and re-installation of the ORCONTROL software as required. Assistance to STVHCS staff supporting servers, workstations, touch screen monitors, and RTLS hardware when ORCONTROL™ application software issues arise. HCS will provide On-call software support (1-877-877-8795, ext. 300) available Monday – Friday, 6 AM to 6 PM CST, excluding the following holidays: New Year’s Eve, New Year’s Day, Memorial Day, July 4th, Labor Day, Thanksgiving (Thursday and Friday), Christmas Eve, and Christmas Day. After-hours software support (1-877-877-8795, ext. 300). Remote support via site-to-site VPN access to application server. Application software version upgrades

1.13 COVID Requirements

VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors

1. Contractor employees who work in or travel to VHA locations must comply with the following:

1. Documentation requirements:

0. If fully vaccinated, shall show proof of vaccination

0. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination

0. If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

0. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

0. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

1. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the following website: COVID-19 Screening Tool. Regularly check the website for updates.

1. Contractor employees who work away from VA locations, but who will have direct patient contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

1. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.”

STVHCS Consolidated Lease Project

7400 Merton Minter San Antonio, TX 78229

Total Quantity: 22 ☐ Finish Sample Required if Checked ☒ Manufacturer Certified Installation Required if Checked ☐ BMET Training Required if Checked ☒ End User Training Required if Checked Item Name: OR Control System and Software License Basis of Design Brand or Equal: HCS OR CONTROL Width: N/A. Depth: N/A. Height: N/A.

Salient Characteristics: Main Image:

- Timeline display of color-coded procedures yesterday, today, and next business day

- Display of setup and teardown times on timeline

- Display of case delay quick reference with color coding for scheduled delay on timeline

- Turnover time display – active and historical

- Number of active rooms histogram – past and future

- Calculate room staffing needs based on current schedule, assignments, and staff leave times

- Room scheduling for special use such as down time, trauma, or customized purpose

- Customized electronic consent printout based on procedure codes and risks

- Patient label printout with barcodes for documentation and labs

- PreOp/PostOp room cleaning status updated by patient movement or staff reporting

- Management of patient transport – IP to holding, PACU to IP, and PostOp to Discharge

- Anesthesia work list for difficult IV and miscellaneous tasks

- Registration checkpoints for start/end of patient registration in lobby or bedside in PreOp

- Configurable HL7 messaging based on state change events or data edits

- Active room summary and options for text summary, roster, and staff assignment display

- Procedure reschedule and room changes via drag and drop

- Real-time tracking of patients

- Real-time tracking of staff

- Automatic update of procedure status

- Drill down procedure detail via touching/clicking on procedure

- Strip-based view with drag and drop procedure order/rooms and assignments

- Integration with host data to download booking data and schedules

- Integration with host data to download booking checkpoints, special notes, and health factors

- Staff assignment including anesthesia, CRNA, circulator, and scrub tech

- Multiple staff assignment and relief for today and next business day

- Staff break and lunch integration including planning for Own and Need Relief options

- Drag and drop staff assignments via color-coded tags

- Entry for staff notes for special assignments (float, inventory, etc.)

- Popup lists for rooms/beds

- Beds/rooms color-coded with existing use noted

- Ability to add notes on procedures

- Blood bank color-coded status and notes entry

- SPD color-coded status and notes entry

- Anesthesia consult status including integration with anesthesia tracking tags

- PreOp RN status including integration with tracking tags

- PreOp RN status

- Procedure Room Ready status

- Electronic Patient Call process with alerts

- Patient history notes for repeat patients with anesthesia issues

- Real-time web schedules today and next business day for surgeons, anesthesia, and OR staff

- PACU patient tracking

- PACU nurse rotation

- PreOp/PostOp room and nurse assignment

- PACU bed and nurse assignment

- PreOp/PostOp room tracking including use for family location/consultation

- Roster tracking electronically including In-Out times and release order

- Call in notes marked electronically

- Name alert notation on same last name

- Patient infection status icons/notation on schedule

- Alerts on patient arrival and patient discharge from OR for family notification

- Procedure alerts on wheels out

- Staff and surgeon schedules via drill down on name

- Customizable surgeon alerts on patient Arrival, PreOp, Wheels In, and Room Change

- Schedule printout for staff including staff assignments

- Coordinated inpatient retrieval with OR and PreOp

- Room turnover tracked electronically

- Turnover marking by EMS staff via kiosk or tracking tag

- Special OR view for circulators in OR to extend/shorten case and request family consult

- Special OR view for circulators in OR to print labels, enter notes, or view schedules

- Vantage reporting engine to produce real-time and ad hoc dashboards and reports

- Multiple daily, monthly, and ad hoc reports

- Automatic scheduled distribution of specified reports

- Security on all functions controlled by user via role-based keys

- Generic equipment tracking for equipment such as C-Arms and mobile anesthesia carts

- Concurrent tracking of same patient with multiple procedures

- Integration with touch screen kiosks

- GUI accessible by authorized user via standard browser accessing intranet page

- No specialized software required for installation other than browser and JNHC runtime

- Simplified user access across facility in areas such as ED, labs, and on the floors

- Use of existing network user logons and integration with Active Directory

- Display of critical equipment location in room on timeline

- Electronic Add-On notification alert/acknowledgement process

- Reporting – Length of stay by procedure area, surgical service, and surgeon

- Reporting – Cancellations by procedure area, surgical service, and surgeon

- Reporting – Delays by procedure area, surgical service, and surgeon

- Reporting – First case on-time starts by procedure area, surgical service, and surgeon

- Reporting – Turnover times by procedure area, surgical service, and surgeon

- Reporting – Case volumes by procedure area, surgical service, and surgeon

- Reporting – Room utilization by procedure room

- Reporting – Family communication by message type

General Conditions and Statement of Work

OR CONTROL