RFQ 36C26226Q0248_1.docx

36C26226Q0248

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

01-08-2026 Christofaro, Jennell 520-792-1450 X15929 01-20-2026 2:00pm

PST

36C262

Department of Veterans Affairs NCO 22 - Network Contracting 3601 S. 6th Avenue Tucson AZ 85723

X

541519 150 Employees

N/A

36C649 Department of Veterans Affairs Northern Arizona VA Healthcare System

NAVAHCS

500 N. Hwy 89 Prescott AZ 86313 36C262

Department of Veterans Affairs NCO 22 - Network Contracting 3601 S. 6th Avenue Tucson AZ 85723

This is accomplished through the Tungsten Network located at:

http://www.fsc.va.gov/einvoice.asp This is mandatory and the sole method for submitting invoices.

877-353-9791

See CONTINUATION Page This solicitation is for the Vocera Communication System Support Services at the Northern Arizona VA Healthcare System (NAVAHCS).

This will be for a Base Year plus Four (4) One Year Option Periods. Firm Fixed Price contract.

This is a brand name only procurement (See attached J&A).

This is a small business set-aside. Vendor must be an OEM authorized distributor.

All offers must be submitted as instructed in Section E.2 "Addendum to 52.212-1 Instructions to Offerors" of this solicitation.

Helena Roba

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: Name:

UEI:

Address:

City/State/Zip:

Contractor POC:

Phone:

Email:

b. GOVERNMENT: Contracting Officer 36C262 Department of Veterans Affairs NCO 22 - Network Contracting 3601 S. 6th Avenue Tucson AZ 85723

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

http://www.fsc.va.gov/einvoice.asp

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

Page 1 of Page 1 of

B.2 STATEMENT OF WORK

1.0 Background:

The purpose of this statement of work is continuation of previous contracts with Vocera Communication for the Vocera Project at the Northern Arizona VA Health Care System (NAVAHCS). Current Vocera equipment will need to be replaced due to end of life. The Vocera Communications System will provide staff at the Northern Arizona VA Health Care System with the resources needed to ensure that Veteran’s needs are quickly and adequately met. This communication platform will be advantageous with Veteran patient fall reduction and can easily initiate immediate hands-free communication with the facility nursing team without leaving the bedside.

2.0 Requirement:

Contractor will provide Vocera equipment replacements and customer software support services for a continuation of service. Contractor shall provide premier level Vocera Support Services to include:

Perpetual Term License Software Updates Unlimited Technical Support Incidents Severity 1 support availability is 24-hour, 7-day a week, 365-days a year.

2 – 5 support contacts Designated 1 Return Merchandise Authorization contact per site Technical Support engineer

All servers will be supported:

· Vocera Platform Server Cluster (2 server array)

· Vocera SIP Telephony Service

· Vocera Messaging Service

· Engage

· Vocera Staging Server

· Vocera Analytics Server

Due to end of life of the NAVAHCS facility’s current equipment, replacements are needed to continue operations. Equipment needed includes:

450 communication devices and supported software with the following:

1. Badge

1.1 Badge must be lightweight. Badge may not exceed 4 ounces.

1.2 Badge must be hands-free to give hospital staff increased mobility and greater practicality to complete multiple tasks at the same time.

1.3 Badge must have a button to push to talk to contact other hospital staff without knowing what number to call.

1.4 Dedicated panic button to request immediate assistance for rapid response such as code blue.

1.5 Badge must have a universal clip to attach badge to clothing for optimal speech recognition which is no more than six inches under the chin.

1.6 Badge battery must last a minimum of 35 hours without being charged.

1.7 Badge must be an antimicrobial material to inhibit the growth of bacteria for hospital Safety.

1.8 Badge must have the ability to interrupt a busy signal to call a Code Blue or a Rapid Response call.

1.9 Badge must have the ability to leave a voice message for staff or group of users that can be retrieved when staff or users log back into the system.

1.10 Badge must be staff centered so that when staff log in to the system, it pulls up staff’s profile and privileges because this information is maintained on the server, and limits sharing of the devices among staff.

1.11 Badge must be FIPS compliant to operate in VA wireless system.

1.12 Capability to align with one integrated system throughout NAVAHCS.

1.13 Network/Server compatibility with hosting at NAVAHCS.

2. Battery

2.1 Battery must be durable to be worn throughout various shifts.

2.2 Battery must have approximately a minimum of 4 hours talk time.

2.3 Must have a minimum of 40 hours standby time.

2.4 Under care and usage, batteries should be replaced at a minimum of 18 months.

3. 8-Bay Chargers

3.1 8-Bay charger must have a minimum of 8 connected bays to charge 8 batteries at the same time.

3.2 8-Bay charge must charge all 8 charges at once and this should take up to 6 hours or less.

4. Clips

4.1 Must provide clips that attach the badge to clothing.

4.2 The clips can be adjusted, and length cannot exceed 6 inches from the chin for speech recognition.

5. Standard Warranty for all equipment

5.1 Must replace or repair all broken equipment.

5.2 Badge comes with a minimum 1 year warranty from the shipment date to the original end user.

6. Extended Warranty for Badges

6.1 Must be a minimum of 2-year warranty for the badges beyond the initial year included with device purchase.

6.2 Must replace or repair broken badges damaged by normal use.

7. Extended Warranty for 8-Bay Chargers

7.1 Must be a minimum 2-year warranty for 8-bay chargers

7.2 Must replace broken 8-bay chargers.

8. LICENSE

8.1 Badges must be FIPS compliant.

8.2 Badge must be validated for effective hardware-based encryption in the VA wireless network.

9. OTHER REQUIRED DOCUMENTATION

9.1 Vendor must provide approved VA Directive 6550 for the Vocera Supplies.

9.2 Vendor must be in compliance with VA Directive 6500.

9.3 Vendor must provide a letter that they are the approved Original Equipment Manufacturer and/or distributor.

9.4 Vendor must demonstrate that their product will have compatibility with existing services and equipment currently in use within NAVAHCS.

3.0 Contractor Responsibilities:

The new Vocera communication system will be replaced for the following in a phased approach:

· Vocera Voice

· Vocera Messaging

· Vocera Integration

· Vocera Analytics

· To support the following data:

· Vocera Engage

· Vocera Voice

· Vocera Messaging

The Vocera communication system will be deployed in the following individual units / ancillary departments. These are subject to revision.

Service Lines

Acute Care - 3B

Acute Care - 4B

Acute Care - 5B

Acute Care - ED

Acute Care - Respiratory

Audiology

Cardiology

Education

Facilities Management

Facilities Management - EMS

Geriatrics & Extended Care - CLC1

Geriatrics & Extended Care - CLC2

GI Clinic

Hematology

Informatics

Infusion

Integrated Therapies

Laboratory

MHBS - Domiciliary

Nutrition Food Service

Optometry

Pharmacy

Podiatry

Police

Primary Care

Prosthetics

Social Work

Specialty & Diagnostics - Dental

Specialty & Diagnostics - PM&R

Specialty & Diagnostics - Radiology

SPS

Urology

Project Summary:

· Replace Equipment

· Replace B3000N Vocera Badges with the V5000 Badges in a phased approach.

· Equipment includes:

· 450 Vocera V5000 Badges

· 450 Device Licenses

· 1,000 Batteries

· 75 8-Bay Chargers

· 36 Clip, 25 pack

· 4 Training Kits (100 Users)

· Vocera Data and Device Management

· Establish, update, and maintain processes for submitting data and device changes to Vocera database.

· Add/delete/update users, groups, messaging templates and address book entries as requested by using departments.

· Maintaining device management data.

· Develop, update, and maintain processes for changes in badge ownership, ordering new equipment, troubleshooting equipment, repairing equipment, requesting, and processing RMA’s, reporting damage and budget trends, maintaining spares pool, coaching on replacement budget planning, training users and leadership on device management best practices, scheduling reports, and aiding with finding lost equipment.

· Vocera Platform Service Monitoring

· Proactively monitor the Vocera Platform services for any issues.

· Escalate identified service issues, as appropriate, to Vocera Technical Support.

· Vocera Deployment Optimization

· Refine deployment call flows to improve usability of the Vocera System.

· Vocera workflow optimization assistance

· Provide guidance to Customer as relates to the Engage workflow improvement as required.

· Refine deployment messaging groups to improve usability of the Vocera Messaging Solution.

· Round on units to coach staff, learn workflow, uncover issues, resolve issues and develop relationships.

· Vocera Training and Orientation Management

· Develop, update, and maintain processes to deliver training for Vocera users.

· Maintain training materials and make easily available to staff for self-review and refresher.

· Develop, update, and maintain processes to uphold at least a 10% Super User population across all units and shifts.

· Vocera Issue Escalation Management

· Develop, update, and maintain processes for end users to report Vocera issues.

· Address and resolve issues regarding Vocera equipment, database, and users.

· Escalate issues regarding network or servers to the appropriate Customer contact.

· Escalate issues with the Vocera product to Vocera Technical Support.

· Track and trend Vocera issues to institute process improvements where possible to reduce issue escalations.

· Follow up with issue reporter to provide update status and resolution.

· Vocera Communication System Characteristics:

· Communication

· Voice

· Messaging

· Voice Communication and alerts between providers and staff

· Integration with existing systems including:

· PRN reminders

· Vendor Responsibilities

· Vendor will validate servers to ensure they meet all requirements needed for communication management system applications and its peripherals

· Vendor will test and provide server recovery plan; server fail over and back to normal and test applications to ensure they function to its optimum

· Vendor will provide the following on Virtual Server to ensure they meet the communication application requirements.

Project Details:

1. Project Management and Deployment Planning Services A Vocera Project Manager will be assigned to this project at order acceptance. Project scheduling requests for project kick-off and other engagement activities, including but not limited to, Vocera design kickoff; Vocera call flow design; installation and implementation; end user training and go-live services; as well as the required Vocera resources for these project activities, can only be committed by the assigned Vocera Project Manager.

The Vocera Project Manager will schedule a project kick-off call with NAVAHCS to officially initiate the project, review the scope of services to be provided, introduce team members, set expectations and develop a communications plan.

The Vocera Implementation Team consists of the following resources:

Project Manager: Managing the resources and delivery of the project to the scope, budget and timeline Wireless Network Engineer: Assessing the performance of Vocera in NAVAHCS’ environment and providing any recommendations for remediation.

Implementation Engineer: Build/update Vocera database, Install, configure and conduct end-to-end testing of the system and deliver Administrator and Technical Knowledge transfer services.

Integration Engineer: Update Vocera database to support room/role groups for alert routing, Provide configuration support assistance to the third-party system to connect and complete technical testing of the integrated solution, and Provide configuration services to connect and complete technical testing of the integrated solution.

2. Vocera Performance Assessment Services Deliverable: Performance Assessment Report Vocera will conduct an on-site readiness assessment of NAVAHCS wireless network covering a maximum of 700,000 square feet for 35 departments/units at Northern Arizona VA Health System. The assessment is performed to ensure that the network infrastructure can support the Vocera Communications System, and the server hardware and software configuration meets Vocera’s requirements as indicated in the Vocera Infrastructure Planning Guide.

If the Performance Assessment determines that the wireless network is not ready, Vocera may suspend deployment activities until NAVAHCS has remediated the network.

In the process of assessing NAVAHCS’s network, Vocera will work closely with NAVAHCS’s wireless engineers training them on Vocera requirements and tools, methodologies and debugging techniques necessary to maintain and improve the health of Vocera system.

Vocera will provide a comprehensive report to NAVAHCS at the conclusion of the Performance Assessment. The Wireless Assessment for Performance Report will include:

· Assessment Results

· Network Topology Summary

· Data Capture Inventory and Procedure

· Findings and Recommendations

3. Vocera Design Kickoff, Call Flow, Messaging and Staff Assignment Design Services Deliverable: Vocera Communication Design

3.1 Vocera will facilitate a Design Kickoff with the key stakeholders, including project manager and key clinical staff. Vocera will review the design process for development of the call flow structure.

3.2 Vocera will conduct a series of call flow design and messaging design session(s) and develop the clinical design specification for up to a maximum of 35 individual units / ancillary departments. The design session(s) will consist of clinical call flow analysis to develop clinical roles, groups, forwarding, naming conventions, and permanent and temporary group parameters. Vocera will produce a Clinical Design specification describing the clinical group and department call flows, distribution lists and alert templates.

3.2.1 During the installation and configuration of the product the designated administrators of the system will be educated on how to add/modify any additional distribution lists

3.3 Vocera will document, design and develop patient room groups as applicable for the Vocera Staff Assignment application, allowing end user association with room/group roles nested within the call flow design. The Vocera Staff Assignment application will be documented, designed, and developed for up to a maximum of 30 individual units / ancillary departments.

4. Database Development Services Deliverable: Email to NAVAHCS Confirming Completion

4.1 Upon NAVAHCS review and approval of the Clinical Design specification and completion of the Vocera-provided User List, the Vocera Implementation Engineer will develop and document the initial database and call flow requirements for a maximum of 1300 users and up to 250 address book entries. The Vocera database may be comprised of the following elements:

4.1.1 Sites (Global is default for single site installations)

4.1.2 Groups

4.1.3 Users

4.1.4 Group Members

4.1.5 Address Book Entries

4.1.6 Access Points

4.1.7 Locations

4.1.8 Devices

5. Voice - System Upgrade, Configuration and Testing Services Deliverable: Implementation Report The Vocera Implementation Engineer will complete the following tasks:

5.1 Install and configure the most current GA release of Vocera software on the Vocera servers in a high availability configuration.

5.2 Set-up the stand-alone Badge Configuration Station with dedicated access point (if applicable).

5.2.1 Configure up to 450 Vocera badges.

5.2.2 Review badge configuration with NAVAHCS Systems Administrator. NAVAHCS Systems Administrator will configure additional badges if needed.

5.3 Assist NAVAHCS System Administrator with the latest version of Vocera database installation and configuration.

5.4 Install and configure two-node Vocera SIP Telephony Gateway (VSTG) array and validate the upgrade is successful.

5.4.1 Assist NAVAHCS IT staff with integrating SIP with NAVAHCS PBX and validate that SIP is configured to operate in NAVAHCS environment.

5.5 Conduct end-to-end testing of the Vocera solution, including calls between Vocera and phones. Working with NAVAHCS team to troubleshoot issues which may arise during the end-to-end testing.

5.6 Vocera will provide an Implementation Report documenting the configuration of the system at the completion of the upgrade.

6. Vocera Messaging - System Upgrade, Configuration and Testing Services Deliverable: Implementation Report The Vocera Implementation Engineer will complete the following tasks:

6.1 Upgrade and configure a single Vocera Client Gateway (VCG) server and validate the upgrade is successful.

6.2 Install and configure the Vocera Messaging software in a high availability configuration on two (2) Messaging servers with a load balancer/reverse proxy:

6.2.1 Work with internal groups as identified by NAVAHCS to ensure external access while maintaining internal security practices.

6.2.2 Vocera will Synchronize with the Vocera Voice Server and NAVAHCS’s Active Directory, or one of the other following contact sources, prior to provisioning the Vocera Collaboration Suite application.

6.3 Conduct end-to-end testing of the Vocera Messaging solution. Working with NAVAHCS team to troubleshoot issues which may arise during the end-to-end testing.

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

7. Vocera Application Administrator Knowledge Transfer Services Deliverable: Certificate of Completion

7.1 Provide a comprehensive overview of the Vocera Communication System, including the system architecture and its key features, with details on how to administer, maintain, and optimize the Vocera system post-implementation.

7.1.1 System Administration training services will be provided over two (2) consecutive calendar days for up to three (3) participants.

7.2 System Administration Training sessions will be delivered by the Vocera Implementation Engineer and will include training labs to reinforce the training material provided to and covered with participants.

8. Vocera Application Technical Knowledge Transfer Services Deliverable: Certificate of Completion

8.1 Provide a comprehensive overview of the Vocera Communication System, from a technical perspective, including system functionality and operating requirements.

8.1.1 Technical training will be focused on the Vocera Application Server and Vocera SIP Telephony Gateway server and will cover:

8.1.1.1 Server hardware

8.1.1.2 Operating system

8.1.1.3 IP PBX

8.1.1.4 Wireless infrastructure

8.1.1.5 Wired IP infrastructure

8.1.2 Technical training services will be provided over two (2) consecutive calendar days for up to three (3) participants.

8.2 Technical Training sessions will be delivered by the Vocera Implementation Engineer and will include training labs to reinforce the training material provided to and covered with participants.

9. Vocera Training and Go-Live Support Services Deliverable: Training and Go-Live Report Vocera’s Clinical Informaticist will develop and deliver tailored training using the Train-the-Trainer model. This methodology provides NAVAHCS organization with the ability to independently provide and sustain Vocera training as NAVAHCS user base expands and as staff members change. Vocera will provide training over 14 days using the Train-the-Trainer methodology. NAVAHCS will be responsible for providing training to all remaining staff. Training will include both Day and Evening Tours of Duty.

Voice and Messaging Training:

9.1 Provide Vocera Collaboration Suite (VCS) Instructor Led Training (ILT) and Vocera Badge ILT.

9.1.1 Train-the-Trainer class size not to exceed eight (8) seats and will be scheduled for up to two (2) hours.

9.1.2 ILT class size not to exceed 12 seats and will be scheduled for up to 60 minutes.

9.1.3 Maximum number of ILT classes per day not to exceed five (5).

9.1.4 A minimum of 15 minutes will be scheduled between each class for prep time

9.1.5 Separate ILT sessions will be scheduled for the Vocera Badge or the VCS application

9.1.6 It is recommended that class attendees come to class after reviewing any applicable Computer Based Training (CBT) modules via Health Stream or NAVAHCS’ Talent Management System

9.1.7 NAVAHCS is responsible for CBT management of completion rate.

9.2 Provide consultation on training strategies and best practices to meet the needs of NAVAHCS as well as on-unit support during training days to support staff to effectively utilize Vocera.

9.3 NAVAHCS Super User Trainer(s) will train all remaining staff.

9.4 Vocera will work with NAVAHCS to establish the training schedule.

9.5 NAVAHCS is responsible for ensuring full attendance to each training session scheduled.

Voice and Messaging Go-Live Support:

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

9.6.1 Incident reporting

9.6.2 Incident tracking

9.6.3 Incident diagnosing and resolution

9.6.4 System Administration

9.6.5 Tiered System Administration Support

9.6.6 End User Clinical Support

9.6.7 End User Hands-on Training and Support (rounding in departments using Vocera)

9.6.8 Database issue tracking and modifications

9.7 Vocera Professional Services will provide Go-Live Support Services as follows:

9.7.1 Provide 16 hours of support services per day with one (1) Professional Services staff resource on each eight (8) hour day and evening shift.

9.7.2 Support will be provided over four (4) consecutive days, Monday – Friday.

10. Post-Deployment Assessment Services Deliverable: Post Deployment Assessment Report Vocera Professional Services will provide up to three (3) consecutive days of post-deployment assessment. The post-deployment assessment includes remote evaluation of reports, on-site clinical walk-throughs and clinical interviews. The assessment is performed by senior Vocera staff and examines end user satisfaction and congruency with workflow to identify areas of optimizing critical processes and user/system performance and includes:

· Support for the System Administrator to:

· Provide system reports to departmental managers

· Ensure the System Administrator is proficient to run, schedule and interpret system reports

· Provide Support for the End Users

· Independently build database based on clinical process

· End user support through:

· Collaboration with clinical staff

· Incorporating changes to or new clinical process – independent database builds by System Administrator

· Provide rounding support:

· Talk with staff, charge nurses and managers as available

· Identify user issues (frustrations) and what is working well

· Refresher training on broadcast feature

· Analysis, recommendations and communications to the deployment team

· Debrief (review of findings)

· Written report

· Alert template accuracy Vocera will provide a Post-Deployment Assessment report documenting Vocera’s findings and recommendations.

Vocera Analytics - Project Details:

11 Vocera Analytics Upgrade, Configuration and Testing Services Deliverable: Implementation Report The Vocera Implementation Engineer will complete the following tasks:

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

11.2 Install and configure most recent Vocera Analytics “monitoring agents” on all Vocera servers for data collection:

11.2.1 Vocera Application Server

11.2.2 Vocera Messaging Platform

11.2.3 Vocera Engage Platform

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

11.4 Conduct end-to-end testing of the Vocera Analytics solution, including:

11.4.1 Review of Vocera Analytics data and User Interface presentation.

11.4.2 Dashboard review of facilities, units, and users.

11.4.3 Review of report data for specific integrations and clinical workflows, escalations, events, and accepts and declines.

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

12 Vocera Analytics Administrator Training Services Deliverable: Implementation Report

12.1 Provide a comprehensive overview of the Vocera Analytics server functionality including basic troubleshooting and monitoring services.

12.2 Administration training services will be provided for up to three (3) participants.

13 Vocera Analytics Training Services Deliverable: Implementation Report Vocera’s Clinical Informaticist will develop and deliver tailored training remotely for Vocera Analytics End Users

13.1 Provide one (1) remote session of Vocera Analytics End User training.

13.1.1 Basic End User class size not to exceed eight (8) seats.

13.1.2 Maximum number of classes per day not to exceed three (3).

13.2 NAVAHCS Trainer(s) will train all remaining staff.

13.3 Vocera will work with NAVAHCS to establish the training schedule.

13.4 NAVAHCS is responsible for ensuring full attendance to each training session scheduled.

Period of Performance: Base year contract, plus 4-option years.

BASE Year: February 8, 2026 through February 7, 2027 Option Year #1: February 8, 2027 through February 7, 2028 Option Year #2: February 8, 2028 through February 7, 2029 Option Year #3: February 8, 2029 through February 7, 2030 Option Year #4: February 8, 2030 through February 7, 2031 Place of Performance Northern Arizona VA Health Care System 500 N. Hwy 89 Prescott, AZ 86313

Contracting Officer Representative (COR) Alexa Rehbach Program Analyst (928)445-4860 x6254 Alexa.rehbach@va.gov

Security and HIPPA Compliance Considerations:

· In reference to VHA Handbook 6500.6 Appendix A, Block 4, the equipment and services included in this contract does involve personnel with access to a VA system or VA sensitive information. Therefore, PDAT, Appendix B and C, apply.

· In reference to VHA Handbook 6500.6 Appendix A, Block 6, the equipment and services included in this contract do involve connection of IT devices to a VA network. Therefore, C&A, SAP, & Appendix C apply

· In reference to VHA Handbook 6500.6 Appendix A, Block 7, the equipment and services do involve transmitting and exchanging VA sensitive information. Therefore, Appendix C applies.

· (Appendix B) The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information protection, patient privacy, and information system security as delineated in this contract.

· During contract performance, contractor will require access to VA facility, equipment, information systems, or sensitive data; to provide services, install, train, maintain or repair equipment.

· VA Course No. VA10176 is privacy training required for VA contractors requiring access to VA facilities for more than 2 consecutive days or any access to VA information systems. Training will be completed prior to being granted access to facilities, equipment, or to the data therein. Training is available on VA TMS website at: https://www.tms.va.gov/SecureAuth35/.

· Contractor will provide evidence of training to the COR, if requested.

· If contracted staff have access to protected health information (PHI) or access to VA systems (e.g., CPRS, JLV, CAPRI, VHIE or VistAWeb) they are also required to take the Privacy and HIPAA Focused training (VA10203).

· A national Business Associate Agreement between Vocera and the Veterans Health Administration exists and is on file locally, which governs VA information sharing with contractor. (See Inserted file in Paragraph 4.0.)

· During equipment install, warranty repair or maintenance, the contractor may have physical or administrative access, to the equipment included in this contract, that capture, store, and process VHA sensitive information. If warranty repair is done off-site, all hard drives or other data storage devices will be removed, and if done on-site will be purged of data, prior to contractor access.

· ePHI stored in equipment will be transferred to either VistA Imaging/Information systems or to a dedicated file server for long-term retention and incorporation into patient records.

Vocera equipment and services do involve transmitting and exchanging VA sensitive information, as well as does involve personnel with access to a VA system or VA sensitive information. Please reference VA Handbook 6500.6 Appendix C.

VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Per Device Messaging, Add-on (151+Over) Contract Period: Base POP Begin: 02-08-2026 POP End: 02-07-2027 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: DH01 - IT and Telecom - Platform Support Services: Database, Mainframe, Middleware (Labor)

MANUFACTURER PART NUMBER (MPN): 910-05020

V5000, Smartbadge, inc. 1 yr warranty

POP Begin: 02-08-2026 POP End: 02-07-2027 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: DH01 - IT and Telecom - Platform Support Services: Database, Mainframe, Middleware (Labor)

MANUFACTURER PART NUMBER (MPN): 220-02100

V5000,FIPS 140-2 Device License Ver 1.0

POP Begin: 02-08-2026 POP End: 02-07-2027 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: DH01 - IT and Telecom - Platform Support Services: Database, Mainframe, Middleware (Labor)

MANUFACTURER PART NUMBER (MPN): 261-01950

V5000 Battery

POP Begin: 02-08-2026 POP End: 02-07-2027 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: DH01 - IT and Telecom - Platform Support Services: Database, Mainframe, Middleware (Labor)

MANUFACTURER PART NUMBER (MPN): 230-02150

V5000, Charger, 8-Bay, Universal

POP Begin: 02-08-2026 POP End: 02-07-2027 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: DH01 - IT and Telecom - Platform Support Services: Database, Mainframe, Middleware (Labor)

MANUFACTURER PART NUMBER (MPN): 230-02158

V5000, Clip, Grip, 25 Pack

POP Begin: 02-08-2026 POP End: 02-07-2027 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: DH01 - IT and Telecom - Platform Support Services: Database, Mainframe, Middleware (Labor)

MANUFACTURER PART NUMBER (MPN): 230-02155

V5000, Training Kit, 100 Users

POP Begin: 02-08-2026 POP End: 02-07-2027 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: DH01 - IT and Telecom - Platform Support Services: Database, Mainframe, Middleware (Labor)

MANUFACTURER PART NUMBER (MPN): 230-02200

Per Device Messaging, Premier Support, Add on (151+Over) (450 EA)

POP Begin: 02-08-2026 POP End: 02-07-2027 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: DH01 - IT and Telecom - Platform Support Services: Database, Mainframe, Middleware (Labor)

MANUFACTURER PART NUMBER (MPN): 920-05212

Warranty, V5000, 2-Year extension (450 EA)

POP Begin: 02-08-2026 POP End: 02-07-2027 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: DH01 - IT and Telecom - Platform Support Services: Database, Mainframe, Middleware (Labor)

MANUFACTURER PART NUMBER (MPN): 920-05002

Warranty, V5000, 8-Bay Charger, 2-Year extension (75 EA)

POP Begin: 02-08-2026 POP End: 02-07-2027 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: DH01 - IT and Telecom - Platform Support Services: Database, Mainframe, Middleware (Labor)

MANUFACTURER PART NUMBER (MPN): 920-05082

Service, Workflow, Implementation and Training Services (per hour)

POP Begin: 02-08-2026 POP End: 02-07-2027 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: DH01 - IT and Telecom - Platform Support Services: Database, Mainframe, Middleware (Labor)

MANUFACTURER PART NUMBER (MPN): 240-01361

Vocera University, Classroom Training, per day

POP Begin: 02-08-2026 POP End: 02-07-2027 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: DH01 - IT and Telecom - Platform Support Services: Database, Mainframe, Middleware (Labor)

MANUFACTURER PART NUMBER (MPN): 800-01715

Vocera University, Classroom Training, per day

POP Begin: 02-08-2026 POP End: 02-07-2027 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: DH01 - IT and Telecom - Platform Support Services: Database, Mainframe, Middleware (Labor)

MANUFACTURER PART NUMBER (MPN): 800-01715

Service, Reimbursable Expenses

POP Begin: 02-08-2026 POP End: 02-07-2027 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: DH01 - IT and Telecom - Platform Support Services: Database, Mainframe, Middleware (Labor)

MANUFACTURER PART NUMBER (MPN): 240-01239

Per Device Messaging, Premier Support, Add on (151+Over) (450 EA) Contract Period: Option 1 POP Begin: 02-08-2027 POP End: 02-07-2028 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: DH01 - IT and Telecom - Platform Support Services: Database, Mainframe, Middleware (Labor)

Per Device Messaging, Premier Support, Add on (151+Over) (450 EA) Contract Period: Option 2 POP Begin: 02-08-2028 POP End: 02-07-2029 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: DH01 - IT and Telecom - Platform Support Services: Database, Mainframe, Middleware (Labor)

Per Device Messaging, Premier Support, Add on (151+Over) (450 EA) Contract Period: Option 3 POP Begin: 02-08-2029 POP End: 02-07-2030 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: DH01 - IT and Telecom - Platform Support Services: Database, Mainframe, Middleware (Labor)

Per Device Messaging, Premier Support, Add on (151+Over) (450 EA) Contract Period: Option 4 POP Begin: 02-08-2030 POP End: 02-07-2031 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: DH01 - IT and Telecom - Platform Support Services: Database, Mainframe, Middleware (Labor)

B.4 DELIVERY SCHEDULE

500 North Highway 89 Prescott, AZ 86313 5001

USA

450.00

928-445-4860 X6254 Alexa.Griswold@va.gov

500 North Highway 89 Prescott, AZ 86313 5001

450.00

500 North Highway 89 Prescott, AZ 86313 5001

450.00

500 North Highway 89 Prescott, AZ 86313 5001

1,000.00

500 North Highway 89 Prescott, AZ 86313 5001

75.00

500 North Highway 89 Prescott, AZ 86313 5001

36.00

500 North Highway 89 Prescott, AZ 86313 5001

4.00

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the…