36C77625Q0247.docx

SUBJECT*

VSMS Maintenance and Support Services - Renewal (VA-25-00071972)

GENERAL INFORMATION

Program Contracting Activity Central

6100 Oak Tree Blvd, Suite 490 Independence OH 44131

POINT OF CONTACT*

Rachael Avery Contract Specialist rachael.avery@va.gov 216-447-8300

PLACE OF PERFORMANCE

13800 Veterans Way

Orlando FL

COUNTRY

ADDITIONAL INFORMATION

DESCRIPTION

Department of Veterans Affairs Veterans Health Administration

July 9, 2025

SPECIAL NOTICE – NOTICE OF INTENT TO AWARD SOLE SOURCE

VSMS Maintenance and Support Services

RFI ECMS ACTION NUMBER 36C776-25-AP-1257

The Department of Veterans Affairs (VA) Veterans Health Administration (VHA), Program Contracting Activity Central (PCAC) intends to enter into a single source procurement for Video Simulation Management System (VSMS) Maintenance and Support Services to Education Management Solutions, LLC at 436 Creamery Way STE 300, Exton, PA 19341 in accordance with FAR 13.106(b).

The NAICS code for this procurement is 541511 and the Small Business Administration Size Standard is $34M.

This notice of intent to is not a request for competitive quotes. No solicitation document is available, and telephone requests will not be accepted. However, any responsible source who believes it is capable of meeting the requirements may submit a quotation which may be considered by the agency, only if received by the closing date and time of this notice. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses received to this notice is solely within the discretion of the Government.

Interested persons are encouraged to furnish information by email only with “Notice of Intent – VSMS Maintenance and Support Services” in the subject line and responses are due on or before July 15, 2025, at 1:00 p.m. Eastern Time to this procurement’s Contract Specialist, Rachael Avery, rachael.avery@va.gov and the Contracting Officer, Kristy Svendsen, at kristy.svendsen@va.gov.

The Department of Veterans Affairs will NOT be responsible for any costs incurred by interested parties in responding to this notice of intent. Only written responses from responsible sources will be considered. Any prospective contractor must be registered in the System for Award Management (SAM) to be eligible for the award.

Any response to this notice shall submit clear and convincing documentation demonstrating their capability to satisfy the requirement. The capability documentation should include, at a minimum, the following information with their response:

Mark if your firm is eligible for participation in one of the following small business programs. If so, please indicate the program:

[ ] yes [ ] no - Small Business (SB) [ ] yes [ ] no - HUBZone [ ] yes [ ] no - Small Business 8(a) [ ] yes [ ] no - Small Disadvantaged Business (SDB) [ ] yes [ ] no - Women-Owned (WO) Small Business [ ] yes [ ] no - Service Disabled Veteran Owned Small Business (SDVOSB) [ ] yes [ ] no - Veteran Owned Small Business (VOSB) [ ] yes [ ] no - Large Business [ ] yes [ ] no - Other (please specify)

Please answer the following questions:

- Are you an authorized provider of Silver TotalCAREiQ maintenance and support services for the SIMULATIONiQ audio video and learning management system?

o If yes, you must provide documentation supporting your authorization such as a notice from Education Management Solutions stating your company is an authorized provider.

- Does your company offer this service via a General Service Administration (GSA) contract or other MAS contract (i.e. NASA SEWP, etc.)?

o If yes, provide the contract number or attach the contract to the response.

Note: Do not include Proprietary, classified, confidential, or sensitive information in responses.

In addition to providing the information requested above, responding companies are encouraged to include any relevant information to confirm the company’s ability to meet the requirements outlined in this request.

Responses to this notice are not offers and cannot be accepted by the U.S. Government to form a binding contract or agreement. This notice shall not be construed as a commitment by the Government to issue a solicitation, or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued.

Contracting Office Address:

Department of Veterans Affairs Program Contracting Activity Central 6100 Oak Tree Blvd, Suite 490 Sources Sought Notice Sources Sought Notice Independence, OH 44131

Sources Sought Notice

PERFORMANCE WORK STATEMENT

SIMULATION LEARNING, EVALUATION, ASSESSMENT AND RESEARCH NETWORK

(SimLEARN)

DEPARTMENT OF VETERANS AFFAIRS

VIDEO SIMULATION MANAGEMENT SYSTEM (VSMS)

MAINTENANCE AND SUPPORT SERVICE

TOTALCAREIQ SILVER

DATED: 8 July 2025

SIMULATION LEARNING, EVALUATION, ASSESSMENT AND RESEARCH NETWORK

PERFORMANCE WORK STATEMENT

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1. TITLE OF PROJECT: Video Simulation Management System (VSMS) Maintenance and Support Service

2. BACKGROUND: Video Simulation Management System (VSMS) is installed in the National SimVET Center (NSC) to provide functionality for recording, assessing, debriefing, and storing simulated training conducted within the SimLEARN NSC. It was designed to be accessible via the web or video teleconference to allow for remote participation. The VSMS provides the capability to integrate with computerized task trainers and full body, high fidelity simulation mannequins, as well as provide the capability to simultaneously manage multiple patient simulations at a single time to replicate environments, such as a busy intensive care unit, a mass casualty incident, or multiple patients at different levels of care that may be part of a complex scenario. VSMS provides the capability to record the simulated training event from the arrival of the ambulance, through the hallways, to the applicable simulated training room (e.g. emergency room, triage, operating room). It also provides capabilities to record simulation scenarios conducted in an inpatient, clinical setting. VSMS is a fully integrated software-hardware system.

3. OBJECTIVES: The objective of this contract is to provide the VSMS at the SimLEARN National Simulation Center (NSC) a comprehensive service and maintenance plan for the SIMULATIONiQ Enterprise solution. It is imperative to the NSC mission readiness that equipment is in a “operational and functioning” state. The NSC is comprised of 1,500 pieces of equipment that includes: SIMULATIONiQ learning management system software, the SIMULATIONiQ Audio Visual(A/V) Viewer software and an array of over 103 HD cameras, audio equipment and software integrating an array of high-fidelity medical simulation training manikins. The system collects performance data across all hardware inputs, and provides a platform for recording, debriefing and educational assessment for all training activity taking place in the SimLEARN National Simulation Center.

4. SCOPE OF WORK: The contractor shall provide Silver TotalCAREiQ maintenance and support services for the SIMULATIONiQ audio video and learning management system that includes software and hardware diagnostics, hardware repair and replacement action plans, VSMS product and system training, system health check and reports, help desk and system troubleshooting, hardware warranty support, and software updates. This requirement is needed to provide maintenance and support services to the VSMS and associated efforts shall be used to support clinical training provided to medical professionals within the VHA National SimVET Center. See section “14.0 Exhibit A” at the bottom of this PWS for current VSMS software and hardware inventory.

5. APPLICABLE DOCUMENTS: N/A

6. MANDATORY TASKS AND DELIVERABLES REQUIREMENTS: The Contractor shall perform the mandatory tasks and provide the specific deliverables described below within the performance period stated in this PWS. If, for any reason, any deliverable cannot be delivered on time according to the below schedule, the Contractor shall provide a written explanation to the Program Manager (PM)/Contracting Officer’s Representative (COR) three days prior to deliverable due date. This written transmittal shall include a firm commitment of when the work shall be completed. This transmittal to the PM/OR shall cite the reasons for the delay and the impact on the overall project.

The Contractor shall not commit or permit any act that interferes with the performance of work awarded to another Contractor or with the performance of Government employees. In any case where, in the course of fulfilling the contract requirements, the Contractor disturbs any work guaranteed under another separate contract, the Contractor must restore such disturbed work.

TASKS & DELIVERABLES:

Task 6.1 Diagnoses, Repair or Replacement: The contractor shall provide the following software and hardware services to include:

Software: The software support under this agreement shall include diagnosis, repair and updates to the SIMULATIONiQ learning management system software and A/V Viewer software currently installed.

Hardware: The Hardware Support shall include diagnosis of hardware listed in “14.0 Exhibit A.” Under the Silver TotalCAREiQ plan, fees for repair or replacement of the equipment listed in “14.0 Exhibit A.” will be the responsibility of NSC and will not be covered by the contractor.

Task 6.2 VSMS Product and System Training: The contractor shall provide the following VSMS product & VSMS training opportunity services to include:

The contractor shall provide:

· Monthly VSMS product webinars

· Invitation to Education & Training at the contractor’s training center/location. The cost of the training, travel, lodging and meals will be the responsibility of NSC and will not be included by the contractor. Training dates are made available on the contractor’s website or sent via email.

· Invitation to register to attend an Annual Summit that covers SIMULATIONiQ criteria. The cost of registration, travel, lodging and meals will be the responsibility of the NSC and will not be included. Annual User Summit dates shall be available on the contractor’s website.

Task 6.3 System Health Check and Reports: In addition to providing the TotalCAREiQ Silver agreement, The contractor shall perform monthly health checks on the VSMS operating system. These checks will be conducted remotely at a scheduled time agreed upon by both parties. The monthly health checks will include:

· A review of the software and its settings

· An assessment of disk utilization

· An evaluation of related information technology settings

Task 6.4 Help Desk and System Troubleshooting: The contractor shall provide the following VSMS product Help Desk and VSMS troubleshooting services to include:

· VSMS technical support access (Monday – Friday 8am-5pm EST) with contractor’s customer support team.

· Telephonic, email and/or web-based assistance for user-based information requests on features, functions and equipment operation, remote testing, and trouble resolution.

· Access to the Customer Support Portal 24 hours a day, 365 days a year.

· Troubleshooting shall be performed remotely by the Customer Support Team prior to dispatching technical support to the NSC site.

· The NSC will provide the contractor with remote access and IP connectivity for updates, troubleshooting, diagnostics, and testing.

Task 6.5 Hardware Warranty Support: The contractor shall provide the following VSMS hardware warranty services repair. If the equipment is under manufacturer's warranty, the equipment shall be repaired at the NSC’s site, manufacturer’s facility or at the contractor’s facility. The NSC will package, insure, and ship the malfunctioned unit to the maintenance location designated by the contractor. Upon completion of the repair, the contractor shall arrange shipping of the Equipment to the original NSC site for installation.

Task 6.6 On-Site Support and Service: The contractor shall provide the following VSMS on- site support and maintenance service to include: The contractor shall issue an action plan with a quote for repair, replacement, installation, and testing. The service will be scheduled during normal business hours (7:30 a.m. to 4:30 p.m. local time).

Task 6.7 Software Updates:

a. The contractor shall provide the NSC with an upgrade of the standard licensed Software whenever a new release is issued.

b. The contractor may request that the NSC accept and install upgrades of the Software. The NSC agrees to upgrade the software within two weeks (a reasonable period) after upgrades are released, but not more than two (2) releases from the current upgrade or release.

c. All such version and release modifications, when delivered and properly installed, shall become part of the Software and shall otherwise be subject to the terms of the Software License.

Table 1, Mandatory Deliverable Table

Product information and demonstration webinars.

Dates to be made available by the contractor when dates are available.

SIMULATION LEARNING, EVALUATION, ASSESSMENT AND RESEARCH NETWORK PERFORMANCE WORK STATEMENT

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Service

7. Quality Control:

7.1 Contractor’s Quality Control Program: The Contractor shall develop and maintain an effective internal quality control program to ensure that services performed are in accordance with the SOW. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum requirement, the Contractor shall internally develop quality control procedures that address the areas identified below in the Government’s Quality Assurance Surveillance Plan (QASP).

7.2 Performance Monitoring: The Government will perform quality assurance surveillance using any method it chooses as appropriate for the circumstance, including direct observation, electronic monitoring of systems using the contractor’s management solution, review of official receiving reports and building access logs, periodic audit or inspection of deployed devices, VHA EES verification and validation of contractor invoice data, Agency key operator/customer surveys and interviews, and any other available means to assess the contractor’s performance.

Table 2, Performance Requirement Summary

Standard

Reports ref. PWS paragraph 6.1, 6.2, 6.4, 6.5, 6.6

4.2, 4.4, 4.5, and 4.6

8. Government-Furnished Equipment (GFE)/Government Furnished Information (GFI): N/A.

9. Performance Details:

9.1 Period of Performance: The base period of performance is a one-year base period with four (4) additional option years.

9.2 Place of Performance: Work shall be performed in the SimLEARN, building 13 National SimVET Center 13800 Veterans Way, Orlando Florida 32827. Contractor shall provide services during normal business hours from 8:00 A.M. to 4:30 P.M. local time, Monday through Friday, or as otherwise specified.

9.3 Observance of Government Holidays. There are 11 Federal holidays set by law (USC Title 5 Section 6103). Under current definitions, five are set by date:

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. The other six holidays are set by a day of the week and month:

9.4 Type of Contract: The Government anticipates award of a Firm Fixed-Price contract.

9.5 Travel: The cost of any travel shall be incurred by the contractor.

9.6 Contractor Reporting Requirements: N/A

9.7 Contract Post-Award Meeting: The Contractor shall not commence performance on the tasks in this SOW until the CO has conducted a post-award meeting or has advised the Contractor that the post-award meeting has been waived.

10. Formal Acceptance or Rejection of Deliverables: The Government will review each deliverable within 10 business days and provide comments. The Contractor shall have five business days to incorporate the Government’s comments and make appropriate revisions.

11. Changes to the SOW Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a contract folder, along with all other products of the contract. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor.

12. Confidentiality and Non-Disclosure: It is agreed that:

a. The preliminary and final deliverables, as well as all associated working papers and other material deemed relevant by VA that have been generated by the Contractor in the performance of this contract, are the exclusive property of the U.S. Government and shall be submitted upon request to the CO at the conclusion of the contract.

b. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the Contractor. Any request for information relating to this contract presented to the Contractor shall be submitted to the CO for response.

c. Press releases, marketing material, or any other printed or electronic documentation related to this contract shall not be publicized without the written approval of the CO.

d. Non-Disclosure and Conflict of Interest: The Contractor and Contractor’s staff may have access to Government-sensitive information and shall be required to sign non-disclosure and conflict of interest statements.

13. Security Requirements: Contractor shall not have access to any Information Technology systems or Personal Identifiable Information (PII) throughout the contract.

14. EXHIBIT A:

Software List

Equipment List

End of Document