SOURCES SOUGHT NOTICE.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* SOURCES SOUGHT FOR GUEST WI-FI SERVICES – STL & PB

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 66048

REQUIREMENT NUMBER* 36C255-25-AP-0287 & 36C255-25-AP-0093

RESPONSE DATE/TIME/ZONE 08-13-2024 11:00AM CENTRAL TIME, CHICAGO, USA

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSB

PRODUCT SERVICE CODE* DG10

NAICS CODE* 517111

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048

POINT OF CONTACT* Teresa Cabanting

PLACE OF PERFORMANCE

ADDRESS St. Louis VAMC & Poplar Bluff Medical Center

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS teresa.cabanting@va.gov mailto:teresa.cabanting@va.gov

DESCRIPTION

THIS IS A SOURCES SOUGHT

DISCLAIMER

This Sources Sought is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this Sources Sought that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract.

Responders are solely responsible for all expenses associated with responding to this

Sources Sought.

The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this Sources Sought in Accordance

With (IAW) FAR Part 15.201(e).

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. The purpose of this sources sought is to gain knowledge of potential qualified sources and their size classification relative to NAICS

517111. Responses to this Sources Sought will be used by the Government to make appropriate acquisition decisions and after review of the responses to this Sources

Sought, a solicitation announcement may be published. Responses to this Sources

Sought are not considered adequate responses for a solicitation announcement.

The information identified below is intended to be descriptive, not restrictive, and to indicate the quality of the supplies that will be satisfactory. It is the responsibility of the interested source to demonstrate to the Government that the interested parties can provide the supplies that fulfill the required specifications and/or the authority from the manufacturer to distribute the supplies.

If you are interested and are capable of providing the sought-out supplies, please provide the requested information indicated below in #1 thru 4. Response to this

Sources Sought shall include company name, address, point of contact, EUI, and size of business pursuant to the following questions:

1. Is your company considered small under the NAICS code identified under this

Sources Sought? (If so, provide the small business identifier, e.g. SDVOSB, VOSB, WOSB etc.)

2. Provide the www.SAM.gov Unique Entity ID (UEI) number.

http://www.sam.gov/

3. Does your company have a Federal Supply Schedule (FSS) contract with GSA, VA NAC, or any other Federal contract, that can be utilized to procure the requirement listed above? If so, please provide the contract number.

4. Does your company have an Authorized to Distribute letter from a manufacturer?

If so, please provide a copy.

Please submit your capabilities that show clear, compelling, and convincing evidence that you can provide the requirement described in the following Statement of Work, there are two, St. Louis VAMC and Poplar Bluff VAMC – please read BOTH SOWs.

Responses to this notice shall be submitted via E-mail are due on or before November

20, 2024 by 11:00 a.m. Central and sent to Teresa Cabanting at teresa.cabanting@va.gov. Send all questions to Teresa Cabanting at teresa.cabanting@va.gov. Telephone responses or questions shall not be accepted.

If a solicitation is issued it shall be announced, at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this Sources Sought. Responses to this Sources Sought notice are not a request to be added to a prospective offerors list nor to receive a copy of the solicitation.

The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following:

Statement of Work ST. Louis VAMC (JC & JB)

I. General Information

(a) Service Agreement: The St. Louis VA Medical Center is requesting to establish a service contract for maintenance and repair on the Guest Wireless Services at John Cochran (JC) and Jefferson Barracks (JB). The facilities are located at:

VA St. Louis Healthcare System John Cochran Division 915 N. Grand Blvd.

St. Louis, MO 63106

VA St. Louis Healthcare System Jefferson Barracks Division 1 Jefferson Barracks Drive St. Louis, MO 63125

(b) Scope of Work: The Contractor shall supply all labor, travel, materials, equipment, tools, supervision, and all incidentals required to complete on-site full-service preventative maintenance and corrective maintenance (repair) of the equipment identified in Section II, in accordance with Manufacturer’s recommendations, Joint Commission standards, design specifications, and the specifications, terms, and conditions of this contract.

(c) Background: The Guest Wireless is used for critical Telework monitoring services, and device support. This procurement is to establish a service contract required to cover preventative and corrective maintenance services. This contract is issued to ensure the continuous reliability of the equipment identified in the statement of work. The reliable and accurate operation of the equipment at all times, is considered critical to the health of patients.

(d) Performance Period: The Contractor shall begin the work required under this Performance Work Statement (PWS) commencing with the effective date of award, unless otherwise directed by the Contracting Officer (CO), and shall provide continuous service until the date of contract expiration. The contract would be for 1 year starting December 16, 2024 through December 15, 2025 with up to 4 additional option periods.

(e) Type of Contract: Firm-fixed-price

II. Equipment to be Serviced

Each of the following items is to be serviced in accordance with the specifications, terms and conditions of this contract.

St. Louis VA Health Care System, St. Louis, MO

CLIN SUB-

CLIN

DESCRIPTION QTY

001 NONE Guest wi-fi service and support in accordance with the Performance Work Statement (PWS)

N/A

001A Jefferson Barracks 12

001B John Cochran 12

001C Hope Recovery Clinic 12

001D Women's Clinic 12

001E North County 12

001F PCT Annex 1 12

001G PCT Annex 2 12

001H St. Charles 12

001I Washington Clinic 12

002 NONE Additional Requested Items N/A

002A JB-BLDG53 - Replace non Virtural Reality access point 1 with access point that supports VR

002B JB-BLDG1 - Install 6 access points to provide the Telework

Hotel West Wing, South Half with guest wireless

002C JB-BLDG23 - Expand Guest WIFI services to include areas

106,107, and 120 with 2 new access points

002D JC-01-C176(Team C) - Configure and add VR access point 12

III. Services to be Provided

The contractor shall provide preventative and corrective maintenance, including emergencies, on the equipment outlined above in Section II.

(a) Summary of Services

a. Annual Preventative Maintenance (PM) on each system

b. Priority scheduling for service calls and access to spare parts inventory

c. Priority Remote Service response

d. Second response, including labor and travel during standard hours of coverage

e. One-hour initial response with four hour on-site response

f. All spare parts that fail during normal use. (Excluding consumables)

g. Parts Delivery 10:30AM Next Day

h. Lifecycle Catalogue discount of 15% excluding UPS

i. Proprietary operating system software enhancements without hardware changes

(excludes software upgrades)

j. Unlimited Technical Services (24x7) & Clinical Applications Telephone Support (Mon-

Fri 8am - 5pm)

k. Remote Service Support (includes Remote Desktop)

l. Remote Proactive Monitoring

m. Reports: PSI Eligible, service history, PMs on request, utilization reports, Customer

Loyalty Meeting (Quarterly)

(b) Preventative Maintenance

a. The Contractor shall perform preventive maintenance (PM) service to ensure that equipment listed in Section II performs in accordance with Section B.4 (g) Conformance Standards. The Contractor shall provide checklists and utilize procedures with worksheet originals indicating work performed and actual performance values obtained (as applicable). The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety.

This documentation shall be provided to the COR at the completion of the PM.

b. PM services shall be provided on an annual basis (one PM each year). Any exceptions to the PM schedule shall be arranged and approved in advance with the COR and provided in writing to the Contracting Officer. Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled

PM shall be included within this contract’s agreed upon price, unless otherwise specifically excluded. Any fuel surcharges will not be authorized.

c. The Contractor shall notify the COR and Biomed Supervisor at least 48 hours in advance of the date of contemplated preventative maintenance inspection. A designated staff member will accompany the Contractor as an observer during the inspection. The inspection shall be thorough and shall conform to manufacturer and Industry Standards for the equipment listed in Section II. Sufficient time shall be allowed to permit a thorough inspection and test of each device comprising the overall system. Maintenance work and inspections may be combined at the approval of the COR or alternate COR if down time is not considered significant.

d. 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. If the contractor identifies issues outside of the scope of the contract, the contractor shall provide a quote to resolve the issue as part of a separate agreement and allow the work to continue under the current contract scope.

(c) Corrective Maintenance

a. The Contractor, COR, and Biomedical Engineering staff shall maintain the equipment in accordance with Section B.4 (g) Conformance Standards. Contractor shall provide unlimited telephone technical support and all required parts.

b. Only the CO, COR, or designated alternate has the authority to approve/request a corrective maintenance service call to the Contractor. CO or COR authorization for any work must be received prior to performance of work or payment will not be authorized.

c. Corrective maintenance service calls are unlimited and incur no charge for other than normal working hours.

d. Technicians responding for emergency corrective maintenance service must report to the COR, Biomed Supervisor, or designee (after hours). Upon completion of service/repair, the technician shall again report to that person.

(d) Parts

The Contractor shall have ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment and adhere to the Buy American Act. The contract shall include all parts except -if applicable - those parts specifically listed as being EXCLUDED. The Contractor shall use only new Original Equipment Manufacturer (OEM) or OEM-approved parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. Parts removed from another system, rebuilt and/or used, shall not be installed without specific approval by the COR. All defective parts replaced become the property of the Contractor, unless otherwise specified by the COR or Alt COR.

Consumables are excluded.

(e) Service Manuals/Tools/Equipment

a. The VA shall not provide tools, test equipment, service manuals, or service diagnostic software to the contractor. Contractor shall obtain, have on file, and make available to its Field Service Engineer (FSE) 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 manuals, by name and/or the manuals themselves shall be provided to the COR upon request.

b. The Contractor shall provide the COR and the Biomedical Engineering Shop Supervisor copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair.

c. Copies of the latest version(s) of all documentation and licensing agreements, which shall include operation, service, and diagnostic software. The COR shall have access to the same operation, service, diagnostic software, and documentation as the Original Equipment Manufacturer’s (OEM) FSE. Contractor shall provide to the COR OEM Service Bulletins for the equipment covered under this contract. All documentation and service bulletins, etc. shall be provided within 30 days of award in either hard copy or electronic format. Any future service bulletins generated during the contract period shall be provided to the COR within 30 days of receipt in either hard copy or electronic format.

(f) Services Not Covered by Contract

CO is the only individual with the authorization to approve any work outside the scope of this contract. The Contractor shall provide a quote for any work that is outside the scope of the contract and the CO will evaluate the price and if applicable, the CO will negotiate with the Contractor. If the CO and the Contractor agree on pricing and it is approved to add the new scope to the contract there will be a subsequent modification awarded to add the new scope.

(g) Removal of Equipment

Approval from the COR must be obtained before removing any equipment from the VA Medical Facility. No transportation charges will be allowed for either the repair person or equipment to or from the Contractors facility. The Contractor will be responsible for all damage or loss of equipment. A loaner of the same type and functionality of the equipment removed, if required, shall be furnished, installed, and made fully operational by the contractor without additional cost.

IV. Competency of Contractor Personnel

a. All work shall be performed by "Fully Qualified" competent FSEs. The Contractor shall have an established business, with an office and established/hired full-time staff. The

Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs.

b. “Fully Qualified" is based upon training and experience in the field. For training, the FSE(s) must have successfully completed a formal OEM Certified (or equivalent) training program for all equipment to be maintained and all equipment to be utilized in the performance of the contract. The preferred experience of the FSE(s) is a minimum of two years in the installation, calibration, maintenance, and repair of the specific equipment identified in Section II.

c. If subcontractor(s) are used, they must meet the same competency standards as

Contractor personnel and be preapproved by the CO. The Contractor shall submit any proposed change in subcontractor(s) to the CO for approval or disapproval.

d. The CO and/or the COR or Alt COR specifically reserve the right to reject any of the

Contractor's personnel and refuse them permission to work on equipment.

V. Condition of Equipment

All equipment is currently fully operational per required standards as set forth by the manufacturer. A list of standards may be provided upon request during solicitation.

VI. Conformance Standards

Contractor shall ensure that the equipment functions in conformance with the standards established by the manufacturer and Accrediting Organizations such as FDA, TJC, and VHA.

These standards may be provided on request during solicitation.

VII. Hours of Coverage

a. The Contractor will provide all non-emergent services within normal VA STL business hours (7:00 AM to 4:00 PM (CST) M-F).

b. All services shall be performed during these normal hours of coverage unless one of the following conditions exists:

i. The Contractor wishes to furnish services at a time that is outside of the normal hours of coverage, at no additional cost to the Government, the Contractor submits a request to the COR prior to the proposed start of the work, and the request is approved in writing by the COR before work has begun. Work performed outside the normal hours of coverage at the request of FSE/contractor shall be considered service performed during normal hours of coverage.

ii. Work performed outside the normal hours of coverage must be pre-approved by the CO, COR, or Alt COR. The Contractor will provide a written estimate of the charges prior to approval of the work.

c. The Contractor shall provide coverage 24 hours/day, 7 days/week and all holidays.

d. There will be no additional charge for time spent waiting at the site during or after the normal hours of coverage for delivery of parts.

e. Hardware/software update/upgrade installations shall be scheduled and performed during normal hours of coverage at no additional charge to the government.

VIII. Federal Holidays Observed by the VA Medical Center

New Year’s Day, Martin Luther King, Jr. Day, President’s Day (Washington’s birthday), Memorial Day , Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and any other day specifically designated by the President of the United States.

IX. Documentation/Reports

No later than seven (7) business days after the conclusion of any maintenance or repair the Contractor will provide to the COR or Alt COR a signed detailed service/inspection report listing all devices, all repairs for each device, parts used to maintain or repair the devices, and operating efficiency of the devices. The service/inspection report shall contain, at a minimum, the following information:

(a) Date and time of the technician’s arrival on station.

(b) Type, model, and serial number(s) of all equipment on which maintenance was performed.

(c) Total time spent performing maintenance (exclusive of any travel time).

(d) Detailed narrative description of work performed.

(e) Complete list of parts replaced.

(f) Comments as to the cause of the malfunction when applicable

(g) Date and time the repair/preventive maintenance was completed.

X. Security Requirements

Upon arrival at the VA Medical Center, all Contractor personnel shall be required to report to the VA Medical Center Police for a temporary ID and then to the COR for check-in. This check-in process is mandatory. When the service is completed, the personnel shall be required to check out with the COR or Biomedical Engineering Shop Supervisor.

XI. Exposure to Blood Borne or Infectious Material

There is a potential for exposure to blood borne or other infectious material with equipment throughout the medical centers. All maintenance persons must use the “Universal Precautions” (e.g., decontamination of medical equipment, wearing protective gloves, aprons, and goggles) during cleaning and maintenance/repair procedures.

XII. Test Equipment

The Contractor shall provide the COR or Alt COR with a copy of the current calibration certification of all test equipment which is to be used by the Contractor in the performance of this contract. Test equipment calibration shall be traceable to a national standard.

XIII. Identification, Parking, Smoking, and VA Regulations

a. Contractor’s personnel shall wear visible identification at all times while on the premises of the VA. Identification shall include, as a minimum, the employee’s name, position, and the contractor’s trade name.

b. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

c. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not local district, state, or municipal court.

d. Smoking is prohibited inside all VA buildings.

XIV. Definitions/Acronyms

a. CO – Contracting Officer

b. COR – Contracting Officer’s Representative

c. ESR - Engineering Service Report - Documentation provided by the vendor of the services rendered for each incidence of work performance under the terms and conditions of the contract.

d. FSE - Field Service Engineer - A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the AVAHCS premises.

e. NFPA - National Fire Protection Association.

f. OEM – Original Equipment Manufacturer.

g. OSHA – Occupational Safety and Health Administration.

h. PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions.

i. Unscheduled repairs – emergency services required to restore equipment to working condition outside normal hours of coverage.

j. UL – Underwriter’s Laboratories

XV. IT Security Requirements

VA information technology certification and accreditation requirements apply.

The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

End of Statement of Work

St. Louis VAMC (JC & JB)

Statement of Work Poplar Bluff

1. General

The Poplar Bluff VA Medical Center is seeking a vendor to continue and maintain their existing

Veterans Guest Internet Access (VGIA) wireless internet access service. This is for a Base plus four option periods.

2. Required Services

a. The vendor shall provide a transition/change of the virtual controller solution currently used/installed at the John J. Pershing VA Medical Center and it’s Community Based Outpatient Clinics (CBOC) to an appliance controller, allowing all existing AP’s to be supported over the life of the contract. This controller pricing will be added throughout the base year pricing to allow the vendor to use the current equipment owned by the VA, that is already in-place, installed and operational in providing guest wi-fi service. Including Guest wireless connectivity, content filtering, Media wall and Johnson Control

Remote access and support for the building automation system.

Buildings that the service shall be provided to are as follows:

• Poplar Bluff VAMC (Includes Buildings 1, 2, 5, 6, and 7) when other buildings are constructed or need added/removed to or from the contract an increase modification will be put into place as we have several in the plans.

• Farmington CBOC, Paragould CBOC, Pocahontas CBOC, Sikeston CBOC, and West Plains

CBOC.

b. The vendor shall test, validate, repair, replace as needed, and maintain installed VGIA equipment in accordance with this contract. The vendor shall relinquish ownership of any installed cabling and related equipment/devices used to provide full wi-fi service to the VAMC upon installation of the item.

c. The vendor shall continue to maintain, at a minimum, 2.4GHz 802.11 b/g/n bandwidth for users of the public wireless internet via Wireless Access Points (WAPS) in specific areas identified on facility drawings provided by the Veteran Affairs Medical Center (VAMC).

d. If wireless access cannot be re-established in an identified location, the vendor shall provide a cable alternative.

e. The vendor shall provide public wireless security (e.g., for malware, adware, blacklisted sites, P2P connections, etc.)

f. The vendor shall continue to maintain wired and wireless isolation via Layer 1 air gap in accordance with the following documents:

1. Attachment 7: MOU - Air Gapped Networks

2. Attachment 8: Additional Security Info for Air-Gapped MOU

3. Attachment 9: VA Air Gapped Public Guest Internet Advisory Banner

4. FITARA VHA Guide

g. The vendor shall provide for the physical security of all components of the guest wi-fi network to include equipment, devices, wiring, etc. To do this, the vendor shall lock all doors that secure equipment; not leave equipment unattended; ensure that equipment which is not locked behind doors, is securely screwed, strapped, bolted or affixed to a wall, celling, or a permanent fixture; and not leave equipment unsecure in any fashion.

h. The vendor shall provide an introduction page with usage agreements for acknowledgement at the time of login with information on the program, rules, restrictions, and usage agreements. If user does not agree and acknowledgement, user access is denied. Furthermore, users must acknowledge awareness of the risk of using public wi-fi.

i. The vendor shall provide 24/7/365 VGIA technical support via 1-800 number(s) to a call center/ Help

Desk for all guest users of the public wi-fi system.

j. The vendor shall provide to the medical centers, telephone support within two hours and onsite support within 24 hours, to resolve issues with VGIA.

k. The vendor shall maintain service availability with an expected uptime of ≥ 99%.

l. The vendor’s minimum acceptable service speed shall be a high-speed circuit with an average 1Mbps upload and an average 10Mbps download delivered over an appropriately sized WAN.m. The vendor shall monitor the typical usage of access points and Internet gateway(s) to define high usage areas; the vendor shall notify the VAMC of these locations. The vendor will help the VAMC re-evaluate and upgrade the bandwidth should the VAMC determine there is need. The number of projected users is ≥

2000 patient visits per day on a 250-day annual basis.

n. The vendor shall collaborate with the COR and internal VA staff to prevent potential interference with medical center’s current, and future, wireless access. The frequency range for medical telemetry equipment is 1.4 GHz and should be avoided.

o. The Vendor shall customize the VA provided guest splash page to incorporate the look and feel that the VA desires which will include a VA non-liability disclaimer.

p. The Vendor shall maintain the ability to perform bandwidth throttling, aggregation, and bonding.

q. The Vendor shall continue to provide the ability for content filtering for internet access. Department of VA filtering parameters shall be provided, centered on security, virus, malware and other harmful internet sites that would bring discredit to the VA or government.

r. To seamlessly accommodate new service for additional locations requiring guest wi-fi that are not already equipped, the vendor shall provide technical guidance, to include wireless access point (WAP) placement and equipment selection, to ensure that the installation of the necessary equipment/devices to provide guest wi-fi are installed properly, and fully compatible and functional with the current system, to any contractor that the government selects to install the necessary devices, equipment, wiring, etc., to provide full guest wi-fi service.

s. During the life of the contract, guest wi-fi service will be added or changed due to renovations, growth, etc. The vendor shall be prepared for this. When this occurs, service shall be priced commensurately and comparably to similar and like, already priced locations.

t. Within 120-days of the effective date of the contract and updated each time services are added/deleted or a change is made, the vendor shall provide to the COR:

• Physical verification of the current VGIA Device Inventory Excel spreadsheet (Attachments 4, 5 and 6) listing all equipment and devices (i.e. switches, routers, etc. minus access points (APs)), which provide guest wi-fi access, by the following headers: Medical Center Name, Campus/CBOC/Annex Name, Location (within each building), Equipment/Device Model

Number, Description of Equipment/Device, and Equipment/Device Serial Number. 2. CAD floor plans provided by the COR, showing a schematic of all guest wi-fi equipment/devices located within each medical center and offsite location (e.g. CBOC, Annex, etc.).

u. Within 180-days of the effective date of the contract, updated 3-years thereafter on a complete basis, and updated on an individual basis each time services are added/deleted or a change is made, the contractor shall conduct a spectrum analysis to test for adequacy of bandwidth, detect potential RF interference with the medical center’s medical telemetry equipment (1.4 GHz), and to verify current locations for access points. This spectrum analysis will be recorded on CAD floor plans provided by the

COR and shall include the effective range boundary, the minimum signal to noise ratio, and the max signal of each Access point (AP) for the current VGIA wireless system. See Attachment 12: Example

Spectrum Analysis for sample.

v. The Contractor shall provide quarterly utilization reports for each facility listed in Enclosure 2, and for any new locations that are added during the life of this contract. Furthermore, these same reports must be provided whenever they are needed by the facility on a case-by-case basis. The utilization reports shall address and describe, for the prior month of each service point, typical usage of access points (APs), any areas that require upgraded bandwidth, amount of network traffic, peak simultaneous connections, and any other information that is available to the contractor and can be provided to the VA facility.

End of Statement of Work

Poplar Bluff