Final Combined Synopsis Solicitation Both Phillips IntelliVue Monitors and Installation.docx

Attachment D.1: Combined Synopsis-Solicitation for Commercial Items 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.

The solicitation number is 36C24821Q1552 and is issued as a request for quotation (RFQ).

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-06, Effective July 12, 2021.

This solicitation is set-aside for 100% for Service-Disabled Veteran-Owned Small Businesses and the associated NAICS 334510 code has a small business size standard of 1,250. The FSC/PSC is 6515.

The James A. Haley Veterans’ Hospital is seeking to purchase Brand Name Phillips IntelliVue Monitors to include Installation Services for the Anesthesia /GI / PACU /ICU/SICU Departments.

All interested companies shall provide quotations for the following:

STATEMENT OF NEED

PACU/OR/SICU

GENERAL: The Post-Anesthesia Care Unit (PACU) department at James A. Haley Veterans’ Hospital (JAHVH) has a new brand name requirement to purchase Phillips IntelliVue MX450, MX700 Monitors, AL1 Advanced, and Installation of patient vital signs monitoring systems.

BACKGROUND: PACU/OR/SICU

The PACU Perioperative department provides surgical recovery for the operating room, interventional radiology and is integral to the operative process for cardiac monitoring within the PACU. The monitors continuously monitor vital signs during the post-surgical recovery period to ensure the patient is hemodynamically stable while waking up from anesthesia. The Phillips equipment and system are currently utilized in the Operating Room (OR), and the Surgical Intensive Care Unit (SICU) is outdated. The system can travel with the patient because the removable and interchangeable blocks must have a central station to monitor all patients simultaneously. Communication between the PACU, OR, and SICU making the transition of care throughout perioperative services seamless.

The new Phillips IntelliVue MX must be compatible with the current VA software Computerized Patient Record System (CPRS) & Paradigm Independent Communication Interface Standardization software (PICIS). Picis Perioperative Software Suite provides clinical information to automate the perioperative process with one continuous patient record, from preop to anesthesia, to manage care, profit, and risk. The patient management system handles all aspects of patient care from scheduling, pre-admission testing, care documentation, surgery notes, and discharge. It is not clinically practicable for the physicians to have mismatched equipment and poor interfacing with existing equipment; it poses a risk to patient safety leading to ineffective treatment. It is crucial to have the same machine and monitors in all of our surgical suites. The surgical suites have multiple rooms with all the same equipment making it proficient for the surgical staff to perform thorough testing and monitoring safely and effectively to all Veterans.

PURPOSE: This request is to upgrade and replace existing Phillips equipment that malfunctions, requires frequent repairs, and has reached its life expectancy. Seamless communication between the PACU, Operating Room (OR), and Surgical Intensive Care Unit (SICU) are vital. The brand Phillips IntelliVue MX features is essential to the Government’s requirements. Market research indicates other companies’ similar products, or products lacking the features, do not meet, or cannot be modified to meet, the agency’s needs.

SCOPE: James A Haley Department of Anesthesia is requesting contractors provide the brand name monitor system that will be capable of integrating with current existing system using the latest technology, standardized in all locations, capable of monitoring for transport via detachable units, user-friendly, CPRS and PICIS enabled.

PHYSICAL CHARACTERISTICS: Equipment must have the physical characteristics to enable the government to perform the capabilities:

· Wall Mountable Cardiac Monitoring Stations

· A centralized station is needed to view all patients simultaneously.

· The monitor must communicate vital signs to the electronic medical record and work seamlessly with the Philips IntelliVue MX700 monitors utilized in the Operating Room and Surgical ICU so that patient data can move seamlessly throughout the perioperative flow.

· The software must be preloaded, enabling cardiac monitoring rhythm, respiratory rate, blood pressure, oxygen saturations through intensive care.

· The purchase package must include all hardware needed to monitor a patient.

· Purchase package must include all required hardware to complete the wall mounting of the equipment safely.

· The contractor must provide training and installation of new equipment.

FUNCTIONAL AND PERFORMANCE CHARACTERISTICS: Equipment must provide the following functional and performance capabilities to ensure the false reading or results from the equipment during the prevention of the test:

· One Centralized ICU level monitoring of MX700 supports six waves and four invasive pressures when combined with the Multi-Measurement Server or X2, extensions, and the included four-bay module rack.

· Nine MX450 models support four waves and three invasive pressures when combined with the Multi-Measurement Server or X2 and extensions.

· Building on the foundation of critical care software, a suite of clinical decision support tools has been added to profiles that allow early warning scoring and sepsis tools.

SOFTWARE: The contractor must be responsible for the complete software system integration and installation to the current VA system to include all fees, permits, and work required to accomplish the installation. Requirements include:

· Patient Information Center iX.

· ERC Classic or A to C upgrade,

· EVC Overview Rev C,

· LDB Local Database,

· RVC PIC iX Software Release C,

· UPG Upgrade Software Version

· Patient Information Center iX Expand CTN 1XC Local to 1XC Network,

· RVC PIC iX Software Release C,

· STU System Type Upgrade PIC iX Hardware HS1 PC Hardware with SSD,

· NEW Hardware or OS, RVC PIC iX C.

TRAINING: The contractor is to provide a training at installation of equipment.

WARRANTY OF EQUIPMENT: Government requirement for standard manufacturer industry warranty term. The government does not accept extended warranty, which requires advance payment.

DELIVERY SCHEDULE: All items to be delivered and or installed within 30 days of purchase order processing and order placement.

PLACE OF Delivery: Warehousing Department, James A. Haley Veterans Hospital, 13000 Bruce B. Downs Blvd, Tampa, FL 33612.

STATEMENT OF NEED

Anesthesiology/GI

GENERAL: The Anesthesiology Department at the James A. Haley Veterans Hospital (JAHVH), has a new brand name requirement to purchase four Philips IntelliVue MX800 patient vital signs monitoring systems.

BACKGROUND: Anesthesiology provides anesthesia services, support, and general anesthesia for all GI patients in Gastroenterology (GI) suites. Per VA directive, anesthesia machines placed in the newly expanded suite's service from two to six endoscopy rooms require new and updated equipment. The current Phillips vital sign monitors in use are old portable monitors that cannot connect to electronic record keeping and cannot display advanced anesthesia monitoring parameters. Paper record-keeping is being utilized at this time. The capability and standardization of electronic medical records for all locations imported through the monitors to our current record-keeping system Paradigm Independent Communication Interface Standardization software (PICIS) are required for safe patient care.

PICIS Perioperative Software Suite provides clinical information to automate the perioperative process with one continuous patient record, from preop to anesthesia, to manage care, profit, and risk. The patient management system handles all aspects of patient care from scheduling, pre-admission testing, care documentation, surgery notes, and discharge. It is not clinically practicable for the physicians to have mismatched equipment and poor interfacing with existing equipment; it poses a risk to patient safety leading to ineffective treatment. It is crucial to have the same machine and monitors in all of our surgical suites. The surgical suites have multiple rooms with all the same equipment making it proficient for the surgical staff to perform thorough testing and monitoring safely and effectively to all Veterans.

SCOPE: James A Haley Department of Anesthesia is requesting contractors provide the brand name monitor system that will be capable of integrating with current existing system using the latest technology, standardized in all locations, capable of monitoring for transport via detachable units, user-friendly, PICIS enabled.

PHYSICAL CHARACTERISTICS: Equipment must have the physical characteristics to enable the department to integrate the current system with the new monitors.

SPECIFIC FUNCTIONAL NEEDS/ SALIENT CHARACTERISTIC’S

Must be Compatible with existing Avance Cs2 anesthesia machine, Phillips X2, Multi Measurement Servers & Accessories:

· Additional costs will not be incurred when the same disposable products that are already stocked in-house are used.

· The monitor must physically mount to the anesthesia machine for safety purposes.

Must be Compatible with PICIS (anesthesia electronic medical record keeping)

· Monitor must transfer data to existing system.

· Modules should allow other products to transfer data to EMR such as EV1000, BIS, and Vigilance II.

Must be compatible with other areas of the hospital for continuity of care when transferring patients.

· Intensive cares, PACU and Pre-op all use the Philips system.

· The X3 is easily detached and used as a patient transport monitor. Data from the patient is saved in the unit.

The Physiological monitor must be appropriate for patients that present with multiple medical issues that require advanced monitoring.

· The MX800 displays up to twelve waves simultaneously. For 12-lead

· ECG monitoring it can display 12 real-time ECG waves, with a rhythm

· strip and all ST values.

· Flexible screen layout allows optimal use of the available display space,

· for example, waves can be overlapped, or wave size can adjust

· dynamically.

The Physiological monitor employs a common user interface used on the entire portfolio of monitor models offered by the Vendor.

· The monitor must offer modularity and room for future upgrades.

· The monitor’s modular design allows new capabilities to be added in the future as monitoring requirements change.

· The monitor’s functionality extendable by connecting Philips plugin modules, the multi-measurement module (MMS) family with extensions, and gas analyzers with plug-and-play convenience:

· Philips offers “monitor standby” and “Visitor/EOL” screens.

· Philips offers ST Mapping, Horizon Trends and Anesthesia specific configurations

· Philips offers both Clinical & Technical remote support

· Philips offers QTc, Afib, ST/AR (and ST segment monitoring on two continuous leads)

PERFORMANCE MONITORING: Appropriate installation and training will occur for utilizing the Philips monitors as quoted by the Vendor. Products will be safely and securely stored when not in use.

INSTRUCTION TO QUOTERS

All responses must include verification that each specification outlined in the Line Items, SON, and any relevant attachments is/are met.

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.

The following factors shall be used to evaluate offers for a decision:

Evaluation – Comparative evaluation

The Government will award a Firm-Fixed price contract resulting from this solicitation to the responsible quoter whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. Award will be anticipated to the quoter who meets the technical specifications and has the overall lowest price per FAR 13.106-2.

Technical Acceptability - Quote will be evaluated to determine if the vendor provides a sound, compliant approach that meets the requirements of the Statement of Need (SON), salient characteristics and demonstrates a thorough understanding of the requirements. Evaluation will be based upon conformance to the Statement of Need and salient characteristics, meeting or exceeding the salient characteristics to support James A. Haley Veterans Hospital (JAHVH) requirements.

Price - Price shall be submitted using the included B.2 Price/Cost Schedule. The government shall evaluate for award purposes; the price of the supplies being acquired based upon the total price proposed for items identified for pricing which are applicable to the basic requirements.

The Government may rely on internal documentation including Contract Performance Assessment Reporting System (CPARS) for supply being acquired to determine Past Performance. If no record of past performance is found in CPARS, the quoter shall not receive a favorable or unfavorable rating but shall receive a rating of neutral.

(b) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful quoter within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

The Government reserves the right to make no award if quote does not meet the requirements of this solicitation.

CONTRACTOR IS RESPONSIBLE FOR CORRECT WAGE TITLE CLASSIFICATIONS OF THEIR EMPLOYEES AND COMPLIANCE WITH ALL APPLICABLE WAGE AND HOUR LAWS.

The award will be made to the response most advantageous to the Government.

Responses should contain your best terms, conditions.

SUBMISSION OF QUOTES. Quote should be submitted as One combined PDF document to include:

1. Solicitation Questions: will be accepted up until 8/25, 3:00 pm. All questions and answers will be published to Contract Opportunities thru an amendment to the solicitation. Questions must be submitted in writing via email to Walida.MooreSaintil@va.gov referencing the RFQ# 36C24821Q1552.

2. Include the signed SF 1449, Solicitation/Contract/Order for Commercial Items, with Blocks 12, 17a, 17b, 30a, 30b, and 30c; completed.

3. Provide pricing for all contract line items entered on the Schedule provided with the solicitation. Prices need to include any FOB destination shipping cost. The Government is requesting discounts, notate any discounts.

4. If you are not the manufacturer then an AUTHORIZED DISTRIBUTOR LETTER needs to be provided with your quote in order to be considered for the award (If Applicable).

5. Quoters shall provide a narrative capability statement verifying ability to execute the requirements of the Statement of Need. To include certifications relevant training on the equipment in the schedule.

6. Receipt of Quotes: All quotes shall be submitted Contractor Name DUNS#, Address, Point of contact(s) name, phone, and email. Email your combined quote submission to Walida Moore-Saintil at Walida.MooreSaintil@va.gov on or before the offer due date shown on page 1 of the Standard Form 1449; in Block 8.

7. The subject line is to have the RFQ# included: 36C24821Q1552.

Quotes must be emailed to Walida.MooreSaintil@va.gov and received No Later Than 8/27/2021 3:00 pm EST on the close date.

NO LATES WILL BE ACCEPTED

Point of Contact: Any questions or concerns For information regarding the solicitation by No Later Than 8/25/2021, please contact Walida Moore-Saintil at Walida.MooreSaintil@va.gov; NO PHONE CALLS WILL BE ACCEPTED.

VHAPM Part 813.106 SAP: Soliciting Competition & Evaluation of Quotations SOP Page 3 of 5 Original Date: 10/12/17 Revision 04 Date: 06/10/20