36C26123Q0084_1.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office (NCO 21) VA Central California Health Care System 855 M Street, Suite 1020 Fresno CA 93721

POINT OF CONTACT*

Contract Specialist Mat Czeshinski mathew.czeshinski@va.gov

PLACE OF PERFORMANCE

VA Sierra Pacific Network (VISN 21)

VA Northern California Healthcare System

10535 Hospital Way

Mather CA

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Subject: Sources Sought, Olympus Video Routing for GI for Department of Veterans Affairs, Veterans Health Administration (VHA) VISN 21.

The purpose of this sources sought is to conduct market research to support the procurement of Olympus Video Routing for GI for VISN21. This notice serves to survey the market in an attempt to ascertain whether or not sources are capable of providing the requested services. This notice allows potential contractors/vendors to submit a non-binding statement of interest and documentation demonstrating their capability. The sources sought effort is intended to assess industry capabilities and develop/support the intended direction of acquisition planning. The Network Contracting Office (NCO 21) is requesting responses from qualified business concerns; the qualifying NAICS code for this effort is 339112– Surgical and Medical Instrument manufacturing.

This sources sought is to gain knowledge of potential qualified sources and their size classifications (Service Disabled/Veteran Owned Small Business (SDVOSB/VOSB), Hub zone, 8(a), small, small disadvantaged, woman owned small business, or large business) relative to NAICS 339112. Responses to this notice, will be used by the Government to make appropriate acquisition decisions. After review of the responses to this notice, a solicitation announcement may be published. Responses to this notice are not considered adequate responses to any corresponding solicitation announcement. All interested offerors will have to respond to the solicitation announcement in addition to responding to this notice.

Background: The Department of Veterans Affairs is seeking vendors who can provide Olympus Video Routing for GI per the attached draft performance work statement (PWS). The vendors must demonstrate the ability to meet all requirements for this notice. See attached draft PWS.

INSTRUCTIONS:

Submit a brief description, two-three (2-3) pages (including cover letter) that demonstrates how your company can provide the requested services that are required in the attached draft PWS. Include past experience in providing this requirement to the VA, other Government (Federal or State) agency, or for a private facility. Please specify your availability and your address. The attached PWS is a draft, and is NOT finalized. If any portions seem unclear, prohibited, and/or you are unsure about the draft description of the requirement please list your comments and/or concerns in your response so they can be addressed. PLEASE INDICATE WHETHER YOU HOLD A GSA FEDERAL-SUPPLY SCHEDULE CONTRACT THAT COVERS THESE SERVICES AND, IF SO, THE CONTRACT NUMBER. Provide BUSINESS SIZE AND SOCIO-ECONOMIC STATUS; (a) Indicate whether your business is large or small (b) If small, indicate if your firm qualifies as a small, emerging business, or small disadvantages business (c) If disadvantages, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act (d) Indicate if your firm is a certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) (g) Include the DUNS number of your firm. (h) State whether your firm is registered with the System for Award Management (SAM) at http://www.sam.gov and/or the VetBiz Registry at http://vip.vetbiz.gov. If not, please NOTE that any future solicitation could only be awarded to a contractor who is registered in SAM and to receive award based on VOSB or SDVOSB status you must be registered in the VetBiz Registry (i) provide current commercial pricing for all items listed in the attached PWS and any applicable discounts. (j) link to the respondent’s General Services Administration (GSA) schedule, or attached file of same, if applicable (k) citation of any current or past customers (i.e., within the past two (2) years) to include contract number, point of contact telephone number or e-mail address; and (l) other material relevant to establishing core competencies of the firm.

Response is due by 15:00 EST Friday, October 28, 2022. Please submit e-mail responses to Mat Czeshinski, Contract Specialist, at email address: mathew.czeshinski@va.gov . Your response should include a STATEMENT OF CAPABLILITY, GSA SCHEDULE INFORMATION, DUNS#, BUSINESS SIZE, AND SOCIO-ECONOMIC STATUS information as explained above. Please place “Attention: [YOUR FIRM NAME] - Olympus Video Routing for GI – VANCHCS” in the subject line of your email. This notice is to assist the VA in determining sources only.

NOTES: Issuance of this notice does not constitute any obligation whatsoever on the part of the Government to procure these services, or to issue a solicitation, nor to notify respondents of the results of this notice. No solicitation documents exists at this time; however, in the event the acquisition strategy demonstrates that GSA is a viable option for procuring a solution, the RFQ shall be posted to GSA eBuy where only those firms who currently hold a GSA Schedule with the applicable SIN will be able to respond. The Department of Veterans Affairs is neither seeking quotes nor accepting unsolicited quotes, and responses to this notice cannot be accepted as offers. Any information the vendor considers proprietary should be clearly marked as such. The U.S. Government will not pay for any information or administrative costs incurred in response to this RFI.

Item Information

Delivery:

Department of Veterans Affairs Sacramento VA Medical Center 10535 Hospital Way Mather, CA 95655

Northern California VA Medical Center Mather, CA 95655

SCOPE OF WORK AND GENERAL SPECIFICATIONS FOR GI SUITE 4K VIDEO ROUTING SYSTEM

1. Background:

The current GI suite video routing system is running on an unsupported operating system. This may potentially cause higher risk for cybersecurity attacks and vulnerabilities. Furthermore, this system may be flagged or continue to be flagged on vulnerability risks that are due for remediation. The current routing system is also incompatible with the main video routing solution across our health care system. The Image Stream EasySuite GI integration system is compatible with the new infrastructure. EasySuite enables better cohesion within the operating/procedure room and across the healthcare system by making it easier to display and manage high definition medical video and images. This system can interface with any standard video assisted GI equipment and display that image on any screen in the operating room.

2. Project Scope:

NCHCS is looking to procure a GI Suite integration system that will pair with existing infrastructure and standardize procedure room integration systems throughout VA Northern California Health Care System. The EasySuite System must interface with existing Image Stream infrastructure for video and image capturing. In terms of network and integration, the system will pair with the VA’s Electronic Health Record System. The integration systems, including monitors and accompanying cabling and mounts, video recording, streaming channel, multi-view tiling, and patient greeting system are the be purchased, configured and installed by the vendor at NCHCS for all GI rooms (quantity 7) in Bldg. 645.

3. Definitions:

Acceptance Signature - COR or VA designee signature; indicates COR accepts work status as stated in SOW

Biomedical Engineer(ing) - Supervisor or designee

CO - Contracting Officer

COR - Contracting Officer's Representative

DICOM - Digital Imaging and Communications in Medicine

HL7 – Health Level 7

OI&T – Office of Information and Technology

MSDS – Material Safety Data Sheet

VA – Department of Veterans Affairs

VAMC – Department of Veterans Affairs Medical Center

VISN – Veterans Integrated Service Network

VistA – Veterans Health Information Systems and Technology Architecture

4. Specifications:

NCHCS GI integration system specifications were decided by the biomedical engineering and clinical department staff. Specifications of all hardware and software will be provided to the Contracting Officer Representative (COR) for a technical review before final approval. The required hardware, software and equipment are described below:

4.1 Equipment Technology Specifications:

· Operating system of Windows, or other non-Windows OS that is supported by VA OI&T on cabinets and workstations. It cannot be on the VA OI&T unsupported OS list.

· Windows Server 2019 Operating System or later.

· Images and videos captured through the system shall integrate into the existing Vaultstream data center for secure content archival and retrieval.

· Live streaming functionality for staff to view procedures outside the operating environment.

· Has the ability to edit video and image data, including the functionality to capture an image from recorded video for separate archiving and storage.

· Features patient privacy features that allow users to sanitize any video or image of all patient identifiable information so that it may be viewed or shared without infringing upon patient privacy policy and rights.

· Must be vendor neutral such that it may accept video and image data from any device (i.e. microscopes, ultrasounds, C‐arms, etc.), regardless of manufacturer, with the ability to route, capture, store, and transmit into the VA’s EHR system.

· Provides automatic video/image source identification within the graphical user interface, which alerts clinical staff to exactly what video sources are powered on and correctly connected to the network.

· Incorporates the use of universal connection plugs that allow clinical staff to plug in any video/image capture device into any input receptacle, regardless of modality or system type.

· Provides full DICOM integration with the EHR and query/retrieve integrating with the existing PACS systems via a compliant DICOM interface. This shall be done with a single point of integration, such that all video and image transmission from any GI room pass across the same singular integration point between the image management solution and VA information systems.

· Provides a single graphical user interface (GUI) in each operating room. The GUI provides control over all in‐room functions including: routing control, image capture, video recording, printing, video conferencing, live stream control, DICOM Integration, querying PACS images for display, telephony, music control, recorded case recall, etc. The GUI also provides single‐click control to put all displays in standby/sleep mode or to put the entire GI room into a “timeout” or clean up state whereby all music is shut off, lights are brightened, displays are paused. When the clinical procedure is ready to start/re‐start, the same single‐ click reverts all componentry back to its previous state. Lastly, the GUI must allow a user to save and close a procedure, automatically sending all case data to the virtual server and EHR for long term archive.

· Customizable preset room configurations that tailor the room settings (lighting, display routing, etc.) to individual physician’s preferences

· Has the ability to remotely log in and review recorded studies within the Vaultstream EasyView system from any internet‐connected device

· Has the ability to capture, manage, and archive GI procedure videos and images into an existing VaultStream Data Center.

· Provides unified routing of disparate video signals from VA furnished equipment to desired display destinations.

· Employs an open architecture that maintains signal quality with minimal degradation during routing regardless of VA furnished equipment make or model.

· Improves GI suite workflow and efficiency.

· Allows for manipulation of VA information systems on the same workstation controlling video routing.

· Device recognition feature for automatic identification of video source devises. Device recognition feature is to simplify workflow during GI setup and provide a single video source connection device for multiple video input devices that are expected to be used in a standard GI suite.

· Image and movie recording capabilities.

· Image/movie export to various software applications including MS PowerPoint.

· Approved on the VistA Imaging Approved DICOM Modality Interface to allow import and export to outside source (Picture Archiving and Communications System (PACS)/Electronic Health Record (EHR)).

· Allows for the viewing of live GI video streams in real‐time.

Hardware Features:

· Video/image capture quality shall be 4K, with the ability to support both single and dual channel recording

· 4K video/image data shall be unadulterated from point of capture to point of display (no downscaling or upconverting resolutions)

· Include a minimum 22’’ touch screen video routing control station capable of controlling video source selection and video routing

· KVM (multiple keyboard, video, and mouse) control system

· Split view functionality to allow for at least dual tiles view (2 input sources on 1 display or more)

· Provides up to three (3) wall mounted data port locations in each GI room

· Provides up to three (3) boom mounted data port locations in each GI room

· Dual channel (procedure and observation) view.

· Speakers and mp3 playing docking station that can to be controlled and used by a hands‐free telephony or equivalent means

· Power: 115 VAC 50/60 Hz 1200 W

· Isolation Transformer: 4‐outlet, 115 VAC, 600 VA (UL60601)

5. Delivery Location:

Sacramento VA Medical Center 10535 Hospital Way Mather, CA 95655

6. Installation:

All work and installation will be coordinated with the COR and individual sites GI, and Biomedical Engineering departments. Phasing and work schedule will be provided and coordinated with the COR. A detailed installation schedule will be provided during the project implementation kick-off meeting. The installations will occur at the discretion of the COR and be coordinated with each site individually. The full deployment shall have a one year deployment window. This will allow for each site to plan and prepare all aspects of the new equipment. In addition to the COR, an additional representative at each of the facilities will act as a liaison to ensure that the vendor meets government expectations and follows the guidelines as set by the Contracting Officer.

The vendor will confine operations (including storage of materials) on Government premises to areas authorized and approved by the Contracting Officer. The Contractor shall hold and save the Government, its officers and agents, free and harmless from liability of any nature occasioned by the Contractor’s performance. Working space and space available shall be as determined by the COR. Vendor will sanitize all patient health information from videos and images prior to exporting from facility server. Vendor will adhere to state and local building and electrical codes.

Installation services provided by the vendor include the final assembly and interconnection of ISM equipment, as well as the connection to the power sources provided by the VA. Travel and lodging expenses for the installation team are included in the installation cost, which assumes that the entire installation will be completed during one continuous visit to the site or as specified in the SOW. Vendor will specify wire needed for remote cable runs or cable to be pulled by non-vendor employees.

Project Management Vendor will assign a dedicated Project Manager to fully manage the systems, solutions and installation provided by the vendor. The Project Manager will work directly with the VA’s assigned contact to provide full details, schedules and timelines of the project. The Project Manager will attend customer project meetings and will be on-site to insure proper information exchange and installation oversight needed for a successful project. The information the Project Manager will provide will include:

· Site inspections

· Site walk through

· Attend project meetings

· Provide project notes

· Conduit requirements

· Site specific overlay drawings

· Equipment specifications and cut sheets

· Electrical requirements

7. Warranty and Support:

Warranty of the equipment will be provided for one year upon receipt and acceptance of the equipment. The Chief Biomedical Engineer must sign off on acceptance before the warranty cycle begins. The warranty must be provided in the quote to cover all components of the medication dispensing cabinets and hardware equipment.

VA Engineering will have full access to the hardware and software that constitute the system, including any diagnostic software features and general administration rights. The VA Engineering point of contact must be briefed, by the vendor, on all software upgrades and changes and agrees to each prior to installation. The vendor shall provide and install manufacturer recommended software upgrades and changes at no additional charge during warranty/contract period. The vendor will provide two (2) sets of user manuals and technical manuals to VA Engineering at each site.

For any repairs or services that will be performed during normal working hours, the vendor’s service representative will report upon arrival to the VA Biomedical Engineering Point of Contact or his designee. Upon completion of the work, the vendor’s service representative must report in person to the Point of Contact and must present a copy of his/her field service report signed by the service using the equipment. This report must reflect date and time of service, name of company, and the name of the vendor’s service representative. At a minimum, this report must contain a detailed description of any services or repairs performed and identification of the units serviced. It must include a listing of replacement parts, when applicable. The report will also include the vendor’s recommendations necessary to maintain the equipment in best operating condition. Preventive maintenance procedures followed should be thoroughly documented (step-by-step) on the service report.

A copy of the service report shall be provided to both the using Service and Biomedical Engineering.

8. Testing:

The contractor shall verify to Biomedical Engineering and GI Departments that the system meets all requirements stated on this contract through demonstration and validation. Warranty period will start upon sign off and acceptance signature from COR and using services.

9. Operations and Storage Areas:

The Contractor shall confine all operations (including storage of materials) on Government premises to areas authorized and approved by the Contracting Officer. The Contractor shall hold and save the Government, its officers and agents, free and harmless from liability of any nature occasioned by the Contractor's performance.

Working space and space available shall be as determined by the COR.

Debris will be removed daily by the contractor unless otherwise directed.

Workmen are subject to rules of the Medical Center applicable to their conduct. All personal automobiles and contractor trucks shall be parked at the contractor's staging area or offsite of the VA premises.

Execute work so as to interfere as little as possible with normal functioning of the Medical Center as a whole, including operations of utility services, fire protection systems and any existing equipment, with work being done by others. Do not store materials and equipment in other than the designated contractor storage areas.

Daily, Contractor shall keep work, storage, and staging areas clean and neat. Contractor shall provide sufficient trash containers so that there is no debris lying around. The containers shall be emptied at least weekly and more frequently, if needed.

10. Phasing:

The contractor shall submit a phasing schedule in writing to the COR for approval two weeks prior to the start of any work.

VISN 21 Medical Centers are fully operational hospitals. The Contractor must schedule his work around VA operations and specifically for the convenience of the hospitals. Contractor must note work at times other than normal operating hours.

11. Protection of Existing Structures, Equipment, Utilities, and Improvements:

The Contractor shall preserve and protect all structures and equipment on or adjacent to the work site. The contractor shall replace at his own expense damage to such items to the satisfaction of the Contracting Officer.

Contractor shall take all measures and provide all materials necessary for protecting and preserving existing equipment and property in affected areas of installation against dust, debris and physical damage, so that equipment and affected areas to be used in Medical Center operations will not be hindered. Contractor shall permit access to VA personnel through installation areas as required for maintenance and normal Medical Center operations.

When the installation area is turned over to Contractor, Contractor shall accept entire responsibility therefore. Contractor shall maintain in operating condition, existing fire protection, alarm equipment and other operating equipment in the installation area. IT IS VERY IMPORTANT THAT ESSENTIAL AND LIFE SAFETY SYSTEMS BE CONTINUOUSLY MAINTAINED AND NOT INTERRUPTED WITHOUT TWO WEEKS PRIOR WRITTEN NOTICE AND APPROVAL FROM THE VA MEDICAL CENTER.

The Contractor must follow all HIPA rules, regulations and restrictions regarding disclosure of any personal identifying information observed during the service of the equipment.

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.

NOTE: Any additional charges claimed must be approved by the COR before service is completed.

Contractors must abide by VA policy, including policies under special circumstances such as the COVID 19 pandemic to include mandatory masking, social distancing and screening upon entry.

12. Sign-in Procedures:

All Contractor workers are required to sign in and out at the VA Police Dispatch and the Biomedical Engineering Department at the corresponding locations as directed by the COR or designee at each facility. A valid state driver’s license or state identification card is mandatory for all employees to have access to these facilities. All contractor employees are required to wear the assigned VA badge at all times.

If after-hour key service is needed, contact VA Police Dispatch at the corresponding facilities.

13. Mobile Media Scanning:

The Contractor will identify if removable media (i.e. USB or DVD/CD Device) is required to perform his/her duties. Chief, Biomedical Engineering or designee will ensure the removable media is scanned with anti-virus software running current virus definitions prior to connection to any medical device system. The computer system for scanning removable media is located in the biomedical engineering shop, Building 652.

14. Safety Data Sheet (SDS):

Contractor shall provide three (3) copies of each Safety Data Sheet for every product, chemical, etc. used on this project. SDS 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 SDS sheets. All instructions for use shall be followed. Products will not be used until SDS's are submitted to the COR.

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.

15. Work Hours:

Normal business hours are 7:30AM to 4:30PM Monday thru Friday excluding Federal Holidays. Work completed outside this time must be requested through the COR.

Requests for after hours work must be submitted in writing to the COR two (2) weeks prior to work. The VA requires that information submitted must contain: extent of work, workers involved, the affected areas, and the estimated times of operation.

16. ID Badges:

All workers are required to obtain a time-limited I.D. badge from the VA Police Service located on the ground floor of Building 650. This badge must be worn at all times when workers are on site.

17. Estimates:

Vendors will submit one quotation for the purchase of the equipment and match the requirements outlined in this RFP. In the quotes, vendors will indicate whether their solution has MET, NOT MET or MET WITH QUALIFICATIONS for each line item in this document (MET WITH QUALIFICATIONS will require a detailed listing of non-compliance). In addition, vendors will complete the Instructions to Offertory’s (ITO) and respond in detail to each question. Vendors are required to respond to each item individually in both documents. Include the specification/question number and text in your response document to facilitate review.

18. Records Management Language for Contracts Required The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

Sources Sought Notice