Attachment A Statement of Work.docx

Statement of Work Customizable Communication Platform Northern and Southern Arizona VA Health Care System

The Northern Arizona VA Health Care System (NAVAHCS) in Prescott, AZ in partnership with the Southern Arizona VA Health Care System (SAVAHCS) in Tucson, AZ is soliciting bids for the leasing of communication boards and service throughout the respective Station’s medical centers and Community Based Outpatient Clinics. The general scope of this project is to remove existing equipment (where needed at the SAVAHCS and NAVAHCS), install a patient communication system with state-of-the-art electronic components (i.e. electronic digital sign) through a contractual lease, and provide services to include message management software, installation to customer’s computers, support, maintenance, and training customers on software.

Product/Solution must be Brand Name or Equal To PatientPoint

This project consists of leasing, installation, servicing, and maintenance of a patient communication system BRAND NAME or EQUAL to products comparable to PatientPoint throughout the medical center located at the Prescott, AZ campus of the Northern Arizona VA Health Care System and the medical center located at the Tucson, AZ campus of the Southern Arizona VA Health Care System. The project also encompasses the CBOCs located throughout Northern and Southern Arizona. The requirement is for 32 screens total at the following locations: (1 at each CBOC, 7 physically on station in Prescott, AZ, 13 physically on station in Tucson, AZ).

· NAVAHCS Main Campus – 500 North Hwy 89, Prescott, AZ – 7 screens

· Anthem CBOC – 41810 North Venture Drive, Building B, Anthem AZ – 1 screen

· Cottonwood CBOC -- 501 South Willard, Cottonwood, AZ – 1 screen

· Flagstaff CBOC -- 1300 W. University Ave. Suite 200 Flagstaff, AZ – 1 screen

· Kingman CBOC – 2668 Hualapai Mountain Road, Kingman, AZ – 1 screen

· Lake Havasu City CBOC - 2035 Mesquite, Suite D, Lake Havasu City, AZ – 1 screen

· SAVAHCS Main Campus – 3601 South Sixth Ave, Tucson, AZ – 13 screens

· Casa Grande CBOC – 1876 E Sabin Dr, Casa Grande, AZ – 1 screen

· Green Valley CBOC – 380 W Vista Hermosa Dr #140, Green Valley, AZ – 1 screen

· Safford CBOC – 711 South 14th Ave, Safford, AZ – 1 screen

· Sierra Vista CBOC – 101 Coronado Dr, Ste A, Sierra Vista, AZ – 1 screen

· Southeast CBOC – 7395 S Houghton Rd #1, Tucson, AZ – 1 screen

· Northwest CBOC – 2945 W Ina Rd, Tucson, AZ – 1 screen

· Yuma CBOC, 2555 E Gila Ridge Road, Yuma, AZ – 1 screen

The Digital Screen Program will deliver educational information to patients within the waiting room environment. This Program will be a flexible, engaging communication system for NAVAHCS’ and SAVAHCS’ high-traffic locations which will reinforce critical safety information, drive service-line growth and provide a wide array of health education content. The Program will offer a customizable, engaging communication platform with innovative digital and mobile technology which will help provide a uniquely integrated experience in its waiting room areas.

Salient Characteristics:

· The System must include electronic digital signs with a single face screen size of 45 to 50 inches with a screen resolution of at least 1920 x 1080.

· The System must be able to feature the VA’s brand name and colors

· The System must be able to Inform visitors of key hospital locations and policies.

· The System must be able to promote service lines and market upcoming events.

· The System must be able to promote healthy lifestyles and disease management, educate viewers on key patient safety and satisfaction initiatives (e.g. The Joint Commission, CMS, CDC), and reinforce Patient Guide messaging with a library of 250-300 health information segments.

· The System must be able to have a minimum of 30 minutes of video content running through a loop. Audio should be optional.

· The System must contain software that offers pre-loaded fonts, animations, videos, and range of creative tools that develop custom graphics.

· The System must have the ability to upload video clips, stories, and other screen-ready content.

· The System must be able to display customizable content by each screen (i.e. content on CBOC screen could be different than facility screens) or the same content, if necessary.

· The Vendor must provide a representative who will be able to update the screens with the content the VA provides within 12 hours. In addition, the Vendor must provide the VA the ability to manage and upload content during normal and urgent conditions.

· The Vendor will be responsible to troubleshoot and repair any issues with the system within 3-5 business days.

· The Vendor will need to have a connection to the screens and be responsible to notify the station if a screen is malfunctioning.

· The Vendor will be responsible to professionally install each screen (see Schedule Delivery and Install below). In addition, the Vendor must be able to move and re-install screens to a new location a maximum of 10 times per year per Station (inclusive of all screens) due to the anticipation of construction projects during the contract duration at no additional cost to the Government.

· The Vendor will need to provide stand-alone Wi-Fi service or equivalent cellular service to connect with the equipment as the vendor will NOT have the ability to connect to the NAVAHCS or SAVAHCS network systems.

· The Vendor must provide periodic training to operate electronic digital sign messaging and graphics features.

Project Overview:

IT IS THE RESPONSIBILITY OF THE CONTRACTOR TO ABIDE BY

ALL LOCAL ORDINANCES GOVERNING THE PROJECT LOCATION

1. Installation timeframe (including moves due to construction projects) is to be accomplished between 8:00 am and 4:00 pm Monday thru Friday within a week timeframe unless agreed upon otherwise between the Vendor and the VA primary POC.

2. Inventory: While systems will be leased, the VA still must adhere to its property inventory management processes. The products will be received by NAVAHCS and SAVAHCS, respectively, and the Vendor will work within the VAs inventory management guidelines prior to installation. The Vendor & POC will then work within VA guidelines in delivering the systems to the CBOCs.

3. Delivery Lead Times: Items are to be stored by the Vendor at each Station and delivered accordingly for installation. Lead time should be within industry standard of 3-5 weeks from receipt of order.

4. Manufacturing requirements: This specification establishes the minimum requirements for the acquisition and installation of a complete and usable system. All products will be commercial grade for commercial use. All product and components will be new; refurbished products will not be accepted.

General Information

1. (INFORMATION SECURITY) The Certification and Accreditation requirements do not apply, and a Security Accreditation Package is not required and there is no sensitive information to protect.

2. The Contractor shall coordinate the installation and all work with the NAVAHCS Public Affairs Officer and SAVAHCS Information Specialist for their respective stations.

3. All contracting personnel must have identification on them always when on-site.

Delivery, Storage, and Handling:

All products shall be delivered to the respective main campuses and inventoried within VA guidelines prior to installation at the main locations and respective CBOCs. Final acceptance of all installation will be the responsibility of the NAVAHCS Public Affairs Officer and SAVAHCS Information Specialist, respectively.

Maintenance/Warranty:

1. The patient communication system must be fully warrantied and maintained at no additional cost to the government by the Vendor throughout the full lifecycle of the contract.

2. The vendor shall guarantee that the patient communication system products are free from any defects in workmanship from the date of installation.

Schedule Delivery and Installation:

1. Coordinate delivery and installation of items with the NAVAHCS Public Affairs Officer and SAVAHCS Information Specialist.

2. Installation hours are to be accomplished between 8:00 am and 4:00 pm Monday thru Friday.

3. Installation costs must be included in the Vendor’s bid quote in its entirety.

4. The Vendor must protect the architectural finish in the locations where the installation will take place. The Vendor is responsible for repair of these areas for any damage caused during installation, moves, etc.

5. All services shall be installed by certified technicians in accordance with manufacturer’s recommended installation instructions.

6. The Vendor’s installation must adhere to dust/infection control measures (i.e. using a dust control drill attachment with HEPA Vacuum and HEPA carts).

7. A punch list walk-through shall be performed by the station and the Vendor (or his representative). Items on the punch list shall be noted and a response for completion time (expected date of completion) of each item shall be provided from the Vendor.

8. Any subcontractor the Vendor uses for installation must be licensed.

4. The Vendor is responsible for any necessary system stationary mounting solutions. Mounts must be safe and extremely well secured to wall studs and/or wall re-enforcements. Installation must be a high degree of quality, plumb/square, and to the satisfaction of the NAVAHCS Public Affairs Officer and SAVAHCS Information Specialist.

9. The Vendor will provide all labor and parts to run, connect, and configure all cables (Coaxial, ethernet, power, etc.). It is incumbent on the Vendor to determine all necessary items to complete the installation.

10. The VA will not supply a disposal location for waste.

11. The VA will supply restroom facilities for the contract crew.

Cleaning:

1. The Vendor shall remove all packaging material and debris from the site and properly disposed of by the Vendor.

2. Upon completion of installation prior to the punch list walk-through with each Station, the Vendor shall ensure all products are cleaned and dusted, and the area left in a clean, neat condition.

3. The Vendor shall repair or replace any defects or damaged material incurred from installation.

Work Requirements:

1. Secure VA Temporary Badging and security clearance for all contractors is scheduled through VA Police Department in Building 28. All contractor employees must have valid identification.

2. The Vendor must leave all work areas in clean and orderly condition.

3. The Facility is smoke-free.

Delivery To:

Northern Arizona VA Healthcare System

500 HWY 89N

Prescott, AZ 86313 Warehouse, BLDG 20 ATTN: Mary Dillinger, Mary.Dillinger@va.gov

Southern Arizona VA Healthcare System 3601 South Sixth Ave Tucson, AZ 85723 Warehouse ATTN: Cliff Baser, Clifford.Baser@va.gov