S02 RFI for Alaris Software.pdf

***INTENT TO SOLE SOURCE NOTICE-***

Estimated Date of Award: Jun 1, 2023

Synopsis:

The Department of Veterans Affairs, Columbia, GA located at 6439 Garners Ferry Road, Columbia

29209 intends to award a sole source procurement for the Alaris Software preventive maintenance for

Carefusion 211 Inc.

The contract will be for base year plus four renewable option years. The manufacturer of the intellectual property of the Alaris Software is Carefusion 211 Inc and the only authorized distributor for this requirement. The applicable NAICS code for this procurement is 541511 – Application Software Manufacturing, with a business size standard of $34 million.

Furthermore, the Contracting Officer has determined that no opportunities exist for competition for either Service-Disabled Veteran Owned Small Businesses (SDVOSB) or Veteran Owned Small Businesses

(VOSB). The Contracting Officer has determined Carefusion 211 Inc is the only authorized vendor for this procurement.

Therefore, the Government intends to solicit and negotiate with only one source under the Authority of

FAR 13.106-1 which states that Contracting Officers may solicit from one source if the Contracting

Officer determines that the circumstances of the contract action deem only one source reasonably available. This is because market research efforts found that Carefusion 211 Inc is the only vendor authorized to provide Alaris Software preventive maintenance for their equipment without voiding warranties associated with the previous procurement.

This notice of intent is not a request for competitive quotes. However, the Government will consider all quotes received no later than 1:00pm EST on May 22, 2023. A determination by the Government not to compete with the proposed contract based upon responses to this notice is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement.

System for Award Management (SAM): Rule requires a firm to be registered in the SAM Registration

Data Base (SAM), prior to award of any contract and agreements. Firms must register on an on-time basis, and annually confirm accuracy and completeness of registration information. To register in SAM, go to: https://www.sam.gov/portal/public/SAM/. If you have any Benford Brundage, Contracting

Officer, benford.brundage@va.gov

Statement of Work

Software Maintenance Services for Alaris Infusion System

1. REQUIREMENT:

This requirement is for a firm-fixed priced service contract for the ongoing software maintenance service for the BD Alaris Infusion System servers and Alaris Infusion Pump Modules on behalf of the Columbia VA Health Care System, WJB Dorn VA Medical Center located in Columbia

South Carolina.

mailto:benford.brundage@va.gov

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 located in Columbia, South Carolina and provides primary, secondary, and some tertiary care. Annually, the Medical Center serves approximately 56,116 patients. Satellite outpatient clinics are located in Anderson, Greenville, Florence, Orangeburg, Rock Hill, Sumter, and Spartanburg, South Carolina.

3. PERIOD OF PERFORMANCE:

This procurement is for a Base Year with the possibility of Four (4) One (1) Year Options.

Base Year TBD

Option Year 1 TBD

Option Year 2 TBD

Option Year 3 TBD

Option Year 4 TBD

During normal working hours of 8:00 a.m. through 4:30 p.m. from Monday through Friday.

Excludes weekends and holidays. No overtime is authorized at this time.

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 Contractor shall furnish all labor, travel, equipment, supplies, and materials required to perform calibrations for the ongoing software maintenance service for the BD Alaris Infusion

System. The facility currently owns one (1) primary Alaris System server, 209 Alaris Pump

Controller Units (PC Units), and 435 separate Alaris Modules.

The Contractor shall provide the following services as included in this acquisition:

• Data Analytics o Facility web-based access to Alaris Knowledge Portal for infusion technologies.

o Quarterly Infusion Analytics Services data reports with remote analyst review.

o Facility access to Clinical Infusion Data Consultants via phone/email for assistance with interpretation, review, and consulting.

o Monthly web-based refresher training for infusion data.

o Tuition for two (2) attendees for data workshops.

• Software o Guardrails Suite MX Software enhancements: Upgrade the Alaris System application to the most current version of the application software and maintain the software revision at the latest available during the period of performance of this contract. Software upgrade and maintenance coverage to include PC Unit and Guardrails Editor, LVP, Syringe, PCA, ET/CO2 and SPO2 Modules; CQI Reporter, and Alaris Systems Maintenance.

o Server Updates: Keep the Alaris Systems Manager server on the most current version of server software during the period of performance of this contract.

• Technical Support o Technical Telephone Support: Live technical support during normal business hours defined in this contract.

o Access to Pharmacy Consultants via phone/email.

o Monitoring of Alaris Systems Manager: Continuous remote monitoring of the Alaris Systems Manager server to ensure system uptime and health.

• Services o On-site technical updates to embedded software: On-site updates to Alaris

System to install newest version of Guardrails Suite MX Software conducted by CareFusion Field Service Engineers.

o Clinical on-site RN Clinical support on Alaris System use: On-site Clinical Consultant to help with practice reinforcement, compliance rounds, as well as other issues within this area.

o Web-cast refresher training on Guardrails Editor: Training sessions with clinical peers to refresh skills on use of Guardrails Editor.

o Remote Installations of server system patches: Includes patching for Operating System, Alaris Systems Manager application, and other system components which receive regular patches.

The Contractor shall ensure all systems are calibrated and in fully operational status.

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.

REPORT REQUIREMENT:

The Contactor shall provide a report of service each quarter after all preventive maintenance occurs for each 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)

• Name of Inspector

CHECK-IN REQUIREMENTS:

Contractor and all Contractor’s Service Personnel shall check in and out with Engineering in

Building 20 prior to performing and upon completion of all required service. This information is required to contact mechanics in case of an emergency during regular hours.

Contractor shall follow all Coronavirus (COVID-19) safety requirements issued by the facility.

SAFETY REQUIREMENTS:

Contractor shall ensure all tools and equipment are secured at all times.

• Tools and equipment must be removed from open areas or stored in secured location during breaks, lunch, and/or at the end of each workday.

• All debris must be removed from the facility upon completion of service each day.

• All personnel are required to wear approved masks when entering or working in any of the facilities buildings.

o They are to be non-surgical type masks, not homemade masks (this is for staff and Contractors).

o This mask is to be worn at all times. Any personnel caught without wearing an approved mask will be escorted out of the facility.

o Masks need to be worn whenever you are within six (6) feet of another person, whether you are outside or inside. This includes riding in carts.

• Contractor shall ensure proper signage, barriers, and/or blockage of service area is provided where applicable, especially at hoist way doors and clearly visible to ensure patient/employee safety is adhered to.

Smoking is not permitted in the WJB Dorn VA Medical Center at any time. All smoking shall be conducted at designated areas on the facility grounds only.

TRAINING REQUIREMENTS:

Certification of Training for calibration of Grason-Stadler manufactured audiological diagnostic equipment, and National Association of Special Equipment Distributors certification.