S02 36C26025Q0147.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Management and Room Scheduling Software

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 98661

SOLICITATION NUMBER* 36C26025Q0147

RESPONSE DATE/TIME/ZONE 01-03-2025 1500 EASTERN TIME, NEW YORK,

USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE None

PRODUCT SERVICE CODE* DA10

NAICS CODE* 541513

CONTRACTING OFFICE ADDRESS Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

POINT OF CONTACT*

Adam Hill adam.hill3@va.gov

PLACE OF PERFORMANCE

ADDRESS VA Puget Sound Health Care System 1660 S Columbian Way Seattle, WA 98108

DESCRIPTION

Task 1. Conduct a field verification survey

The healthcare system comprises a total built-up area of approximately 2.2 million square feet.

This number is an approximation. When planning a field survey, the vendor must consider that certain areas may not be available for immediate surveying.

Task 2: Upload architectural drawings based on field verification

The healthcare system has many architectural drawings that are only available on paper, CAD, or REVIT format. The vendor will upload all the drawings into their system and update them based on the field verification findings, in compliance with VA CAD standards, including standardized file naming. The drawings should be organized so that there is one drawing for each contiguous floor per building, wherever possible.

Task 3: Conduct a field survey for space related information from each medical center and implement a space management system, including a Capital Asset Inventory database

The healthcare system needs a space management system that can track the assignment of all spaces and generate reports, including Capital Asset Inventory (CAI) reports. The space database should include the following pieces of data:

1. Room number

2. Space function

3. Service line assignment.

4. CAI Space Driver assignment

5. Net and Gross Square footages

The medical centers will provide the vendor with available information on this data. However, the vendor must conduct a guided walkthrough of the buildings to gather current information from every room. This information will include overall dimensions, square footage, and service ownership.

The vendor should be aware that certain areas, such as pharmacies, operating rooms, and specific patient areas, may not be readily accessible for surveys. However, accurate reporting of these spaces and their square footage within the system is still expected. The vendor will establish a secure method to meet this requirement.

Task 4: Build a MEP drawings library

The medical centers have many drawings from past projects throughout the history of the buildings. These drawings are in various formats, such as CAD or PDF, and there may still be some drawings on paper, likely less than 5000 in quantity. An engineer from the vendor will visit the medical centers and spend as many days as necessary reviewing the electronic and paper drawings. The VA staff will transfer all electronic drawings to the vendor and will ship the paper drawings in batches. The vendor is responsible for scanning the paper drawings or working with a contractor to do so, and to return the drawings within 4 weeks to the medical centers.

In the CAFM system, metadata will uniquely identify each drawing, including project number, discipline, building number, and project year. The system will use this metadata to produce search results.

The total quantity of drawings is expected to be at most 10,000.

Task 5: Field verify and update site plans

The VA will provide the existing AutoCAD site plan and any other drawings relating to the site plan, including property lines, setbacks, driveways, sidewalks, parking areas, utility lines (water, electrical, steam, sewer, etc.), walls or fences, and landscaping.

The vendor is responsible for scanning and combining the site plan drawings and for verifying aspects of the site plan drawings that are above ground. The vendor is not responsible for verifying anything in the site plan under the ground (e.g., utility lines, electrical).

Task 6: Implement a scheduling system

This task aims to develop a room and desk scheduling system. The system will have features for booking, check-in, and cancellation of bookings. The system will support a customizable approval process. Additionally, it will include mobile apps for both IoS and Android platforms for user convenience. The administrator can generate reports on room utilization based on various criteria, such as room types and services.

The scheduling system should support up to 5000 users. All users should be able to create, edit, and cancel their own bookings.

Task 7: Implement a real-time space occupancy tracking proof of concept for 10 rooms

The vendor must provide wireless sensors and relevant software modules to track occupancy in 10 rooms for 12 months. In areas where the cell reception is poor, the vendor will connect via Ethernet gateways to the VA local network and send the signal over to the server.

The tracking system should provide the ability to gather, store, analyze, and generate reports regarding space occupancy data.

Task 8: Implement an operational real-time space occupancy tracking system

After the real-time tracking system proof-of-concept project is complete, the medical centers will assess the results and may decide to roll out an operational system. The number of rooms to be tracked is not known now; however, VA may decide on this number after the proof-of-concept project. The vendor shall provide prices for 100-400 rooms. For rooms greater than 400, the vendor will provide additional pricing upon request after or during the proof of concept.

Task 9: Create mechanical, plumbing, and primary electrical as-built drawings

This task aims to create a series of composite CAD drawings for all campus buildings for HVAC/mechanical, plumbing, and primarily electrical systems. Primary electrical systems refer to the circuits from the main entry points to panels. Secondary circuits from panels to power outlets and lighting will constitute the secondary system and will not be included in this task.

Currently, some drawings are in CAD format, some are in PDF format, and some may still be on paper. These drawings typically illustrate the layouts for specific sections on a floor and occasionally represent an entire floor. The vendor must convert the non-CAD drawings to CAD format and merge them to create composite floor plans. The vendor will then review these plans with the VA staff and modify them based on their feedback. The vendor is not expected to conduct any field surveys; however, it is possible that the VA staff may conduct their own surveys and share their findings with the vendor. The vendor will then update the drawings with the information received from the medical center staff.

Task 10: Provide access to the FedRAMP Authorized space management software, including Capital Asset Inventory reporting

The medical center staff will access the software system through the Software-as-a- Service (SaaS) model with a yearly subscription. The vendor will host the software on a government-approved cloud service, ensuring 24/7 availability and guaranteed uptime of 99.9%.

The CAFM system will have all the necessary features to meet the requirements outlined in the task descriptions. It will cater to two types of users: administrative users and read- only users.

Read only user can view or download files, administrative user can view, download, share files (within the VA network and outside of VA network) upload, modify and delete files.

The system will be available to an unlimited number of users.

The vendor will offer unlimited technical support, which may be limited to regular operating hours. This support will include telephone calls, fax messages, and email.

Task 11: Provide access to the FedRAMP Authorized scheduling software approved cloud service, ensuring 24/7 availability and guaranteed uptime of 99.9%.

The CAFM system will have all the necessary features to meet the requirements outlined in the task descriptions. It will cater to two types of users: administrative users and read- only users.

Read only user can view or download files, administrative user can view, download, share files (within the VA network and outside of VA network) upload, modify and delete files.

The system will accommodate up to 5000 users.

The vendor will offer unlimited technical support, which may be limited to regular operating hours. This support will include telephone calls, fax messages, and email.

Task 12: Provide access the FedRAMP Authorized real-time space occupancy tracking software approved cloud service, ensuring 24/7 availability and a guaranteed uptime of 99.9%.

The vendor will offer unlimited technical support, which may be limited to regular operating hours. This support will include telephone calls, fax messages, and email.

Task 13: Maintain and provide on going updates to the FedRAMP Authorized the scheduling system

The scheduling system may require periodic updating. The list of schedulable rooms and desks may need to be updated periodically. In addition, users’ privileges may change. The workflow involved in bookings and cancellations may need to be modified. The vendor shall make such updates as required by the medical centers.

Task 14: Maintain and provide on going updates to the FedRAMP Authorized real- time space occupancy tracking system

After an operating real-time space occupancy tracking system is established, the vendor shall maintain that system. The maintenance shall include replacement of all components such as sensors, gateways, and batteries, in addition to any updates to the software system.

Task 15: Maintain and provide on going updates to the FedRAMP Authorized space management system

As the VA medical centers undergo ongoing renovations and expansions, it is essential to update the existing architectural drawings to ensure that the database accurately reflects the current state of the facilities. The frequency and extent of these changes will depend on the completion of various projects and may be unpredictable.

Additionally, the VA may decide to add new buildings or suites to the system, and the vendor will be responsible for incorporating these changes. The specifics regarding the size and locations of these new buildings are currently unknown.

The vendor must notify each medical center quarterly, reminding them to provide any data and drawing changes since the previous update.

Task 16: Maintain and provide on-going updates to the mechanical drawings update the existing mechanical drawings to ensure that the drawings accurately reflect the current state of the facilities. The frequency and extent of these changes will depend on the completion of various projects and may be unpredictable.

The vendor must notify each medical center quarterly, reminding them to provide any data and drawing changes since the previous update.

Task 17: Maintain and provide on-going updates to the primary electrical drawings As the VA medical centers undergo ongoing renovations and expansions, it is essential to update the existing primary electrical drawings to ensure that the drawings accurately reflect the current state of the facilities. The frequency and extent of these changes will depend on the completion of various projects and may be unpredictable.

The vendor is only responsible for updating primary electrical system drawings. Primary electrical systems refer to the circuits from the main entry points to panels. Secondary circuits from panels to power outlets and lighting will constitute the secondary system and will not be included in this task.

Task 18: Maintain and provide on-going updates to the plumbing drawings update the existing plumbing drawings to ensure that the drawings accurately reflect the current state of the facilities. The frequency and extent of these changes will depend on the completion of various projects and may be unpredictable.

Task 19: Provide on-going training

The vendor must conduct training for end users and contractors that use the vendor’s system.

The vendor will offer unlimited training and will conduct the training on an “as needed” basis when a medical center requests it. The training will be done remotely, within 5 business days from the request and should cover key modules used by the medical centers.

Task 20: Provide 10 high resolution tablets with access to the vendor’s systems

To improve technicians', engineers', and interior designers' access to and use of the drawings, we require 10 high-resolution tablets with waterproof/shockproof rugged cases and screen protectors that can access the vendors platform.

Task 21: Provide standard operating procedures

The vendor shall prepare a document that describes in detail Standard Operating Procedure which the medical centers may follow in utilizing system’s functions. The vendor will meet via Teams each week for 30 minutes with the VA to provide a status update on the previous week's work and gather our feedback.