Sources Sought Document Rauland Responder.docx

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation.

The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 561621, (Security Systems Services, except locksmiths) with a size standard of $25m. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing Software upgrades for the Rauland Responder 5 Nurse Call System at the West Haven Connecticut VAMC per the requirements below. Refer to the Statement of Work (SOW) below for the requested requirement description. The standard shall be of quality; meeting or exceeding those outlined in the SOW.

This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer’s review of the market base, for acquisition planning, size determination, and procurement strategy.

Submission Instructions: Interested parties who consider themselves qualified to provide these services are invited to submit a response to this Sources Sought Notice by 5:00 PM EST, 15 December 2023. All responses under this Sources Sought Notice must be emailed to Carissa Sarazin at carissa.sarazin@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.

SAM: Interested parties shall be register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM will be ineligible to receive a government contract, should a solicitation be issued resulting from this Sources Sought.

VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract, should a solicitation be issued resulting from this Sources Sought.

Attachment 1 Sources Sought Worksheet

QUALIFICATION INFORMATION:

Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ Other available contract vehicles (GSA/FSS/NASA SEWP/ETC): ________________________

SOCIO-ECONOMIC STATUS:

VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov.

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION.

CAPABILITY STATEMENT:

Provide a brief capability and interest in providing the service as listed in Attachment 2 STATEMENT OF WORK with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company’s ability to provide the services outlined in the SOW. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation.

Attachment 2

I. PERFORMANCE WORK STATEMENT

Responder “V” Software Maintenance and Support

1. SCOPE OF WORK

1. The Contractor shall provide all labor and parts to maintain Rauland Borg Responder V software. The locations at the VA Connecticut Health Care Systems, West Haven.

2. The Contractor shall provide all resources required to perform services, inspections, including parts, materials, training, and labor. The Contractor shall determine the nature and extent of any work required to the “Responder V Software.”

PERFORMANCE WORK STATEMENT

Software Maintenance Agreement for Rauland Responder 5 Nurse Call System

1.0 General: This is a non-personnel services contract to provide Software Maintenance Services on the Rauland Responder 5 nurse call system. The Government shall not exercise any supervision or control over the contract service providers performing the services herein.

Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform software maintenance on the Rauland Responder 5 nurse call system as defined in this Performance Work Statement. The contractor shall perform to the standards in this contract.

1.2 Background: The West Haven VMAC is seeking software maintenance on their Rauland Responder 5 nurse call system. The services shall include emergency service, factory authorized updates/modifications, technical support, and application support as outlined in the Performance Work Statement.

1.3 Objectives:

• Annual System Recertification

• Telephone Support

• Quality Checks

• Software Upgrades (as issued by manufacture)

• Executive, Facility, and IT Training (40 Hours)

• Support during normal business hours, 8:00 am – 4:30 pm, local time, Monday through Friday

• Work performed will be documented on the work orders and provided by the contractor

• Services shall be performed by certified Rauland trained personnel

1.4 Scope: All equipment shall be maintained in proper operating condition as specified by the manufacturer. The contractor must have proven access to original equipment, manufacturer’s (OEM) parts manuals and schematics, which must be available on site at time of service. All defective parts replaced become the property of the contractor.

1.5 Period of Performance: The period of performance shall be for one base year plus (4) Option years.

1.5.1 Frequency of Performance: Software Maintenance should occur in intervals in accordance to the OEMs recommendations.

1.6 Place of Performance: The work to be performed under this requirement will be performed at the following locations:

• VAMC West Haven, CT – 950 Campbell Ave, West Haven, CT 06516

1.7 Equipment List:

Part No. Description QTY

1 RAULAND SMA

355000 Configuration & Gateway Software 1 355002 Telephone Integration Module 7 366102 PC Console Module 7 366104 Staff Assignment Module 7 366200 Reports Manager Module 7

1.8 Security Requirements: All employees of general contractor and subcontractors shall comply with VA security management program and obtain permission of the VA police, be identified by project and employer and restricted from unauthorized access. All contractor employees and sub-contractor employees shall apply for and, if qualified, be badged for general un-escorted access per VA Security Directive requirements.

1.8.1 Identification Badging: All contractor personnel shall obtain a short-term identification badge issued by the COR or government designated representative. Such badge shall be worn by the individual and prominently displayed at all times while on VA Property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA.

To obtain a short-term identification badge, contractor personnel shall present to the COR a valid (non-expired) photo identification issued by a US federal, state, or local government agency

1.8.2 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information, and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.8.3 Identification of Contractor Employees: All contract personnel where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials.

They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.8.4 Sensitive Work Areas: Contractors shall be accompanied by an escort in all sensitive work areas.

2.0 Contractor Responsibilities: The contractor shall provide both scheduled and unscheduled services to repair and maintain equipment in a fully functioning condition

2.1 Conformance Standards: Contractor shall provide service and ensure that the equipment functions in accordance with the equipment manufacturer’s technical performance specifications. Contractor shall conform to all regulations to include but not be limited to federal, state, and local governing any chemicals, equipment or work which may be used or performed in the work under this contract.

2.2 Unscheduled Maintenance:

• Contractor shall maintain the equipment in accordance with the manufacturer's specifications.

• The Contractor shall provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All required parts shall be furnished.

• The CO or designated alternate has the authority to approve/request a service call from the Contractor.

• Response Time: Contractor's FSE must respond with a phone call to the COR or designated representative within 1 hour after receipt of telephoned notification during normal hours of coverage. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within 2 hours after receipt of this second notification and will proceed progressively to completion without undue delay. For example, if hours of coverage are 08:00 AM to 05:00 PM, Mon. thru Fri., a 2-hour response means, if a call is placed at 8:45 AM., Monday August 10th; the FSE must start on-site service before 10:45 PM, Monday, August 10th.

2.3 Scheduled Maintenance:

• The Contractor shall perform Software Maintenance Service to ensure that equipment performs in accordance with section 2.1 Conformance Standards. An outline of the software maintenance procedures and schedule shall be provided to the COR or designated representative. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). This documentation shall be provided to COR or designated representative at the completion of the maintenance (preferably in electronic format).

The contractor shall provide written description of Software Maintenance Inspections.

This description shall include an itemized list of the procedures performed.

• Software Maintenance services shall include, but need not be limited to, the following:

o Reviewing operating system software diagnostics to ensure that the system is operating in accordance with Section 2.1, Conformance Standards.

o Performing remedial maintenance of non-emergent nature.

o Returning the equipment to the operating condition [defined in Section 2.1 Conformance Standards].

o Providing documentation of services performed.

• Software Maintenance Services shall be performed in accordance with the Original Equipment Manufacture guidelines, and during the hours defined in the Hours of Coverage. All exceptions to the software maintenance schedule shall be arranged and approved in advance with the COR or designated representative.

2.3 Service Manuals/Tools/Equipment: The Contractor shall provide all tools, (test) equipment, service manuals or service diagnostic software to perform the service. The contractor shall obtain, have on file, and make available to its FSE's all operational and technical documentation (such as operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the CO upon request.

2.4 Documentation/Reports: Upon completion of the service, work performed will be documented on the work orders and provided by the contractor.

• The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance (i.e., Emergency repairs) procedures performed, including replaced parts required to maintain the equipment in accordance with the manufacturer's specifications.

• The Equipment Service Report (ESR) will consist of a maintenance report for the item(s) covered under the "specific" contract. Grouping different equipment from different contracts on "one" ESR is prohibited. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail:

o Name of contractor and contract number.

o Name of FSE who performed services.

o Contractor service ESR number/log number.

o Date, time (starting and ending), equipment downtime and hours on-site for service call.

o VA purchase order number(s) covering the call if outside normal working hours.

o Description of problem reported by COR/user (if applicable).

o Identification of equipment to be serviced:

Inventory ID number Manufacturer's name Device name Model number Serial number Any other manufacturer's identification numbers o Itemized Description of Service Performed including:

Labor and Travel, Parts (with part numbers), Materials and Circuit Location of problem/corrective action.

o Signatures:

FSE performing services described Authorized VA Employee who witnessed service described

2.5 Condition of Equipment: The Contractor accepts responsibility for the equipment in "as is" condition. Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract.

2.6 Competency of Personnel Servicing Equipment:

• Each respondent must have an established business, with an office and full-time staff.

The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup.

• "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified in the Section B schedule. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance.

• The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the VAMC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment.

• If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

2.8 Reporting Required Services Beyond the Contract Scope:

• The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COR (in writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO with a written estimate of the cost to make necessary repairs.

• Services and parts outside the scope of this contract will not be authorized.

2.9 Additional Charges: There will be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts.

3.0 Hours of Coverage:

• Normal hours of coverage are Monday through Friday from 08:00 AM to 04:30 PM, excluding federal holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by the Contracting Officer’s Representative

(COR).

• Software maintenance will be performed in accordance with manufacturer's recommendations. Software maintenance will be performed during normal hours of coverage or as agreed to by user and the COR.

• NOTE: Hardware/software update/upgrade installations will be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the COR or designated representatives. Government provides software/hardware upgrade/update. There shall be no additional charge for time spent at the site during or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts.

3.1 Federal Holidays:

• New Years' Day, Martin Luther King Day, Presidents' Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day

Privacy and HIPAA:

Contractor policies and procedures shall comply with all VA Privacy and Security, the Privacy Act and Health Insurance Portability and Accountability Act (HIPAA).

Records Management:

Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

The Government Agency owns the rights to all data/records produced as part of this contract.

The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.