DRAFT SOW - Communication Boards_3.15.23.docx

Statement of Work Customizable Communication Platform VA Northern California Health Care System

The VA Northern California Health Care System is soliciting bids for communication boards 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 VANCHCS), install a patient communication system with state-of-the-art electronic components (i.e. electronic digital sign), and provide services to include message management software, installation to customer’s computers, support, maintenance, and training customer on software. Site visits will be offered for all potential bidders to ensure all items required are captured.

Product/Solution must be Brand Name or Equal To Choisys Technology/PatientPoint Solution

This project consists of installation, servicing, and maintenance of a patient communication system throughout the medical center located at the Mather VAMC campus of the VA Northern California Health Care System. It also encompasses the CBOCs located throughout Northern California and the East Bay. The requirement is for 41 screens total distributed throughout the health care system in high traffic areas.

· VANCHCS Main (Mather) Campus – 10535 Hospital Way, Mather, CA 95655

· Martinez Outpatient Center – 150 Muir Rd., Martinez, CA 94553

· Chico Clinic – 1601 Concord Ave., Chico, CA 95928

· Fairfield Clinic – 103 Bodin Circle, Bldg. 778, Travis AFB, CA 94535

· Mare Island Clinic – 201 Walnut Ave., Bldg. 201, Mare Island, CA 94592

· McClellan Clinic – 5342 Dudley Blvd., Bldg. 88, McClellan Park, CA 95652

· Redding Clinic – 3455 Knighton Rd., Redding, CA 96002

· Sierra Foothills Clinic – 11985 Heritage Oaks Place, Suite 100, Auburn, CA 95603

· Yreka Clinic – 101 East Oberlin Rd., Yreka, CA 96097

· Yuba City Clinic – 425 Plumas Blvd., Yuba City, CA 95991

· Stockton Clinic – 7777 South Freedom Rd., French Camp, CA 95231

· Sonora Clinic – 13663 Mono Way, Sonora, CA 95370

· Modesto Clinic – 1225 Oakdale Rd. Modesto, CA 95355

The Digital Screen Program will deliver educational information to patients within the lobby, hallway and waiting room environments. This Program will be a flexible, engaging communication system for VANCHCS’ high-traffic locations, which will reinforce critical safety information, drive service-line growth and provide a wide array of VA 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 leased System must include electronic digital signs with a single face screen size of 50 to 55 inches with a screen resolution of 1920 x 1080.

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

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

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

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

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

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

· The least System will not display ads or any content not approved by the VANCHCS Office of Public Affairs.

· The leased 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 leased System will provide leasing warranty for the products as is industry standard for scope and duration.

· The Vendor must provide a dedicated customer service 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 reliably connect to the VANCHCS network system.

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

· The Vendor must provide an educational library of content to display on the screens

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 VANCHCS, respectively, and the Vendor 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.

Product Specifications:

1. Commercial-Off-The-Shelf

2. 40 digital screens with built in media player and flat wall mount bracket

3. Cellular devices shall have strong enough signal to be able to communicate with hardware components located in waiting and exam rooms

4. Capable of operating independently from one another

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 VANCHCS Public Affairs Officer and VANCHCS 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 jobsite. Storage of product prior to installation is Vendor’s responsibility. There shall be a staging area provided at the project site. Items delivered to or remaining in the staging area are the Vendor’s responsibility until the VANCHCS Public Affairs Officer and VANCHCS Information Specialist accepts complete installation.

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 VANCHCS Public Affairs Officer and VANCHCS 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 VANCHCS Public Affairs Officer and VANCHCS 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 650 at Mather VAMC. 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.

4. Per Department of Veterans Affairs guidelines, all visitors conducting business at VHA health care systems must be fully vaccinated for COVID-19. Certification of visitor vaccination status is the responsibility of the visiting organization. Those with medical or religious exemptions for COVID-19 vaccination may visit VHA facilities if considered essential to that team, and the visit is for a mission-critical activity. In such cases, the unvaccinated individual must be masked and physically distanced from others throughout the visit.

Changes to Statement of Work: Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

Delivery To:

VA Northern California Health Care System 10535 Hospital Way Mather, CA 95655 Warehouse, BLDG 650 ATTN: Kristi Morales-Scott, Kristi.Morales-Scott@va.gov