Combo soltication.docx

Combined Synopsis/Solicitation Notice

Vocera Software Update

GENERAL INFORMATION

6439 Gardner’s Ferry Road Columbia, SC 29209

POINT OF CONTACT*

Ashley Bell Ashley.Bell7@va.gov

PLACE OF PERFORMANCE

6439 Gardner’s Ferry Road

Columbia, SC 29209

DESCRIPTION

General Information

Contracting Office Address

VISN 07

Network Contracting Office 7 325 Folly Rd Charleston SC 29412 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as a BRAND NAME RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2022-06 effective May 26, 2022.

This procurement is 100% set aside for service-disabled veteran-owned small businesses.

The associated North American Industrial Classification System (NAICS) code for this procurement is 513210 - Software Publishers, with a small business size standard of 1,000 employees.

The FSC/PSC is N075| Installation of Equipment- Office Supplies and Devices.

All interested companies shall provide quotations for the following Vocera Software Update.

Total Contract Price:

Place of Performance/Place of Delivery

Columbia, SC 29209

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors—Commercial Products and Commercial Services” (Nov 2021)

2. FAR 52.212-3, “Offeror Representations and Certifications—Commercial Products and Commercial Services” (May 2022) Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

· The following contract clauses apply to this acquisition:

· 52.204-13, System for Award Management Maintenance (OCT 2018)

· FAR 52.212-4 Contract Terms and Conditions–Commercial Items (NOV 2021)

· 852.212-70 Provisions and Clauses Applicable to VA Acquisition of Commercial Items (APR 2020) The following subparagraphs of FAR 852.203-70 are applicable:

· 852.203-70, Commercial Advertising

· 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (NOV 2020)

· 852.219-74 Limitations on Subcontracting – Monitoring and Compliance (JUL 2018)

· FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders (Jan 2021) The following subparagraphs of FAR 52.212-5 are applicable:

52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020) 52.219-28 Post Award Small Business Program Rerepresentation (NOV 2020) 52.222-3 Convict Labor (JUN 2003) 52.222-19 Child Labor--Cooperation with Authorities and Remedies (JAN 2020) 52.222-21 Prohibition of Segregated Facilities (APR 2015) 52.222-26 Equal Opportunity (SEP 2016) 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020) 52.222-50 Combating Trafficking in Persons (OCT 2020) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) 52.225-3 Buy American-Free Trade Agreements-Israeli Trade Act (JAN 2021) Alternate I (JAN 2021) 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008) 52.222-35, Equal Opportunity for Veterans (JUN 2020) 52.232-33 Payment by Electronic Funds Transfer – System for Award Management [OCT 2018] All offerors shall submit the following:

• Offer (pricing) for All Items Listed All quotes shall be sent to the Ashley Bell via email at Ashley.Bell7@va.gov.

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

BASIS FOR AWARD:

As this is a BRAND NAME only requirement the award decision will be based solely on the price of all offers received.

The Government will select the quote that represents the best benefit to the Government at a price that can be determined reasonable.

Once the Government determines there is/are a contractor(s) that can provide equipment that meet(s) the requirements of this request for quote, the Government reserves the right to communicate with only those contractors quoting the best-suited equipment and service to address any remaining issues.

Responses should contain your best terms, conditions.

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.

The following provisions are incorporated into 52.212-1 as an addendum to this solicitation:

52.212-1 INSTRUCTIONS TO QUOTERS—COMMERCIAL ITEMS

(a) North American Industry Classification System (NAICS) code and small business size standard are stated in the combined synopsis/solicitation.

(b) Submission of quotations. Submit quotations to the office specified in this solicitation at or before the exact time specified in this solicitation. Quotations may be submitted on letterhead stationery, or as otherwise specified in the solicitation. As a minimum, quotations must show-

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of quotations;

(3) The name, address, and telephone number of the quoter;

(4) A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) “Remit to” address, if different than mailing address;

(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3( b ) for those representations and certifications that the quoter shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) If the quotation is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotations that fail to furnish required representations or information or reject the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotations. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during testing.

(e) Multiple quotations. Quoters are encouraged to submit multiple quotations presenting alternative terms and conditions or commercial items for satisfying the requirements of this solicitation. Each quotation submitted will be evaluated separately.

(f) Late submissions

(1) Quoters are responsible for submitting quotations so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that quotations are due.

(2) Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotations is late and will not be considered unless it is received before purchase order issuance and the Contracting Officer determines that accepting the late quotation would not unduly delay the acquisition.

(3) If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotations by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of quotations will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(g) Issuance of purchase order. Quotations should contain the quoter’s best technical and price terms. The Contracting Officer may reject any or all quotations. The Contracting Officer may issue a purchase order to other than the quoter with the lowest priced quotation. After the evaluation of quotations, the Contracting Officer may negotiate final terms with one or more quoters of the Government’s choice before issuing any purchase order. The Contracting Officer will not negotiate with any quoters other than those of the Government’s choice and will not use the formal source selection procedures described in FAR part 15.

(h) Multiple purchase orders. The Government may issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the Schedule, quotations may not be submitted for quantities less than those specified. The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quotation.

(i) Availability of requirements documents cited in the solicitation.

(1) (i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to- GSA Federal Supply Service Specifications Section Suite 8100 470 East L’Enfant Plaza, SW Washington, DC 20407 Telephone (202) 619-8925 Facsimile (202) 619-8978

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.

(2) Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites:

(i) ASSIST (https://assist.dla.mil/online/start/).

(ii) Quick Search (http://quicksearch.dla.mil/).

(iii) ASSISTdocs.com (http://assistdocs.com).

(3) Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by-

(i) Using the ASSIST Shopping Wizard (https://assist.dla.mil/wizard/index.cfm);

(ii) Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or

(iii) Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

(j) Data Universal Numbering System (DUNS) Number. (Applies to all quotations exceeding the Micro-Purchase Threshold (MPT), and quotations of MPT or less if the solicitation requires the Contractor to be registered in the System for Award Management (SAM) database.) The quoter shall enter, in the block with its name and address on the cover page of its quotation, the annotation “DUNS” or “DUNS+4” followed by the DUNS or DUNS+4 number that identifies the quoter’s name and address. The DUNS+4 is the DUNS number plus a 4-character suffix that may be assigned at the discretion of the quoter to establish additional SAM records for identifying alternative Electronic Funds Transfer (EFT) accounts (see FAR Subpart 32.11) for the same concern. If the quoter does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one. A quoter within the United States may contact Dun and Bradstreet by calling 1-866-705-5711 or via the internet at http://fedgov.dnb.com/webform. A quoter located outside the United States must contact the local Dun and Bradstreet office for a DUNS number. The quoter should indicate that it is a quoter for a Government contract when contacting the local Dun and Bradstreet office.

(k) [Reserved].

(l) Requests for information. The contracting officer will not notify unsuccessful quoters that responded to this solicitation. Quoters may request information on purchase order(s) resulting from this solicitation from the contracting officer.

Submission of your response shall be received not later than May 12th, 2023 @ 8:00 AM EST. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). All offers shall be emailed to the Contract Specialist listed below no later than the date and time listed. Please ensure you title your quote with the solicitation number and name for ease of identity i.e. “36C24723Q0573 : Vocera Software Update.

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact Questions must be submitted NO LATER THAN May 8th, 2023 @ 10:00 A.M. EST. Questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contract Specialist, Ashley.Bell7@va.gov. No phone call shall be accepted.

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested.

This solicitation is issued as a BRAND NAME RFQ.

This procurement is 100% set aside for service-disabled veteran-owned small businesses.

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2022-06 effective May 26, 2022.

The associated North American Industrial Classification System (NAICS) code for this procurement is 513210 - Software Publishers, with a small business size standard of 1,000 employees.

The FSC/PSC is N075 | Installation of Equipment- Office Supplies and Devices.

All interested companies shall provide quotations for the following Vocera Software Update.

Statement of Work

Vocera Communication Upgrade to Platform 6

1. REQUIREMENT:

This requirement is for a one-time service for the installation of (Vocera Communication solution to Platform 6.x) on behalf of the Columbia Healthcare System, WJB Dorn VA Medical Center located in Columbia South Carolina.

2. BACKGROUND:

The WJB Dorn VA Medical Center (VAMC) is a 216-bed facility, encompassing acute medical, surgical, psychiatric, and long-term care. The hospital is in Columbia, South Carolina and provides primary, secondary, and some tertiary care throughout the state. Satellite outpatient clinics are in Anderson, Greenville, Florence, Orangeburg, Rock Hill, Sumter, and Spartanburg, South Carolina. Vocera is the primary communication platform for WJB Dorn hospital and its out-patient clinics.

3. PERIOD OF PERFORMANCE:

Period of performance shall be determined upon the date of award.

Work shall be performed during the hours of 9:00 a.m. through 17:00 p.m. from Monday through Friday. Excluding weekends and all federal holidays. At this time no overtime is authorized.

Christmas Any day specifically declared to be a national holiday.

4. PLACE OF PERFORMANCE:

WJB Dorn VA Medical Center 6439 Garners Ferry Road Columbia, SC 29209

5. PERFORMANCE REQUIREMENTS: A Contracting Officer Representative (COR) and/or Alternate Contracting Officer Representative (ACOR) shall be assigned to this procurement and written notification will be provided to the Contractor after award.

Scheduling of work performance shall be arranged through the designated COR/ACOR assigned.

The Vocera Project Manager shall provide (202) Clinical Solutions Consultant Service hours for the Voice and Engage Migration to Platform 6.x for B3000N Badges and Vocera Analytics. The existing third‐party integrations will be reestablished in the Vocera 6.x Platform with the Customer’s third‐party systems indicated below, for the purpose of secondary alarm and event notification delivery to Vocera. Alarm and event notification will be restored for individual nursing units: 2 West, 4 West, ICU, ED, CLC Units 1, 2 and 3. The Contractor shall furnish all required to perform installation, maintenance, and repair service of the Vocera System.

The Contractor shall complete a one-time service, including but not limited to, Vocera workshop, Vocera call flow design, installation and implementation, end user training and go‐live services.

The Contractor will develop a communications plan as follows:

1.System Migration, Configuration, Testing and Alarm Integration

Install and configure the 6.x version of Vocera for Voice, Engage and Telephony services.

Work with internal groups to ensure external access while maintaining internal security practices.

1.2.1 Vocera will synchronize messaging service with the Vocera Voice service and Customer’s Active Directory, prior to provisioning the Vocera Vina application.

1.2.2 Validate system environment will support this release. The System must adhere to Vocera requirements specified in the Vocera Sizing Matrix and the Infrastructure Guide.

1.3 Conduct end-to-end testing of the Vocera solution, working with IT, Bio-Med teams to address issues during end-to-end testing.

1.4 Vocera will provide an Implementation Report documenting the initial configuration of the system at the completion of the installation.

2. Alarm Integration: Engage Configuration and Testing Services

2.1 The Implementation Engineer will work with the third-party vendor representative(s) to configure the alarm data output connection to communicate with Vocera 6.x Platform.

2.2 Configure the alarm configuration to reestablish the existing third-party integrations.

2.3 Vocera will work with staff to enable nurse call system caregiver to call back functionality (if applicable).

3. Solution Validation Services

Deliverable: Notification Design Workbook (Solution Validation)

3.1 Conduct testing with clinical and technical stakeholders to demonstrate the customized design configuration in a controlled, pre-go‐live setting. Both technical and clinical teams should participate to verify functionality as designed.

3.2 Vocera will debrief the hospital team (PM, clinical leadership, system admin) with the final analysis of the Solution Validation and discussions will focus on any issues/concerns, technical hurdles, validation of the system and next steps.

4. Vocera Analytics Installation, Configuration and Testing Services

Vocera Engineer will complete the following:

4.1 Install and configure the most current GA release of Vocera software on the Vocera Analytics server.

4.2 Install and configure Vocera Analytics “monitoring agents” on the Vocera Analytics server for data collection:

4.3 Verify connectivity and data collection for all configured data sources.

4.4 If applicable, the Vocera Implementation Engineer will configure a maximum of five (5) existing scheduled reports into the Vocera Analytics Server.

4.5 Conduct end‐to‐end testing of the Vocera Analytics solution, including:

4.6 Review of Vocera Analytics data and User Interface presentation.

4.7 Dashboard review of facilities, units, and users.

4.8 Vocera will provide an Implementation Report documenting the initial configuration of the system at the completion of the installation.

5. Vocera Enterprise Platform 6 Intermediate Knowledge Transfer Services Deliverable: Certificate of Completion

5.1 This training will teach Vocera Platform 6 system administrators and their backup administrators how to administer and maintain the Vocera Platform daily. Topics include managing users and groups in the Web Console, understanding policies and permissions, and troubleshooting using the audit log.

5.1.1 This training focuses on day‐to‐day administration of the voice messaging and intelligent workflows components. The Vocera Platform 6 and will cover:

5.1.1.1 Overview of Adaptors

5.1.1.2 Managing Users and Groups

5.1.1.3 Managing the Facility

5.1.1.4 Security

5.1.1.5 Troubleshooting

5.1.1.6 Understanding Core Components of Vocera Engage

5.1.1.7 Additional Training Opportunities

5.2 Vocera Platform 6 Intermediate Training sessions will be delivered by a Vocera Implementation Engineer, over two (2) consecutive calendar days for up to three (3) participants. The training will leverage your system to reinforce the training material provided to and covered with participants.

6. Vocera Go‐Live Support Services Deliverable: Training and Go‐Live Support Report

6.1 The Vocera Implementation Team will work with Customer Project Manager to coordinate the delivery of Go-live support. Go‐Live Support services include:

6.1.1 Incident reporting and tracking

6.1.2 Incident diagnosing and resolution

6.1.3 System Administration

6.1.4 Database issue tracking and modifications

EMERGENCY CALL IN REQUIREMENT:

The Contractor shall provide a telephonic method for the facility to call in emergency work orders for the system during any failures.

Upon notification of failures the Contractor shall have a qualified technician at the facility within two (2) hours to conduct necessary repairs.

TRAINING REQUIREMENTS:

Certification of Training on the Vocera System

A. Vocera Analytics Administrator Training Services

Deliverable: Course Completion Certificate

A.1 Provide a remote comprehensive overview of the Vocera Analytics server functionality including basic system troubleshooting and monitoring services.

A.1.1 Administration training services will be provided over two (2) hours for up to three (3) participants.

B. Vocera Analytics Training Services

Deliverable: Implementation Report

Vocera’s Clinical Informaticist will develop and deliver tailored training remotely for Vocera Analytics. End users.

B.1 Provide remote Vocera Analytics end user training.

B.1.1 One (1) Vocera Analytics class will be provided.

B.1.2 Vocera Analytics User class size not to exceed twelve (12) seats.

B.2 Training will be delivered via webinar.

B.3 Customer Trainer(s) will train all remaining staff.

REPORT REQUIREMENT:

The Contactor shall provide a report of service after all preventive maintenance occurs for the Vocera system. This report shall be submitted to the COR no later than ten (10) business days after each inspection occurs.

The report shall contain a minimum of the following items.

Date of Inspection Model Number List of Inspected Areas of the System Any areas of concern on each System Work performed on each System (lubrication, adjustments, etc.)

Name of Inspector

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