Statement of Work Final.pdf

Statement of Work

Northern Indiana Health Care System Interactive Mapping and Kiosk Wayfinding

1. Description of Services: Contractor shall provide a digital interactive mapping and way finding system associated with Northern Indiana Health Care System Fort Wayne (2121 Lake

Ave. Fort Wayne, IN 46805), Marion (1700 E. 38th Street, Marion, IN 46952) Campuses and the Jackie Walorski VA Clinic (1540 Trinity Place Mishawaka, IN 46545). The interactive map shall include a campus map, floor plans, directions to all key services and departments on campus, and will be delivered via CD-ROM, as well as hosted on the vendors internal website, which will be linked to the VA Northern Indiana Health Care System (VANIHCS) internet homepage. The goal of this project is to enhance the wayfinding ability of visitors and employees. An objective of the project is to provide employees and visitors with easy-to-read guide with accurate map rendering of the campus and access to wayfinding options on their personal computer, tablet, and/or mobile devices. Also prior to visiting the campus, patients would be able to obtain information from the VANIHCS internet website about driving, parking, and locations/destinations around campus. The visitors and employees must see the same floor design that they see on the interactive map on the web as they will see in hard copy format when they arrive to our campus. This provides consistency in the entire wayfinding experience ensuring a more positive patient experience.

a. Background: The Fort Wayne, Marion and Jackie Walorski VA Clinic campuses have many construction and improvement projects underway or planned which will result in temporary or permanent relocation of services at each facility. A concise and readily available guide allowing Veterans and visitors to navigate the campus, find new services and facilities, and learn more about VA, as well as the local area, is not currently in circulation. As use of the internet becomes more prolific among Veterans, online and interactive versions of the guide would allow these Veterans and visitors to prepare and learn about the campus before a visit, giving them peace of mind and creating better access. Due to the system not being used by the VA network this would have a low security impact. The C&A requirements do not apply, and a Security Accreditation Package is not required.

2. Facility Information: VA Northern Indiana Health Care System is comprised of two campuses located in Fort Wayne and Marion, Indiana and a large VA outpatient clinic located in Mishawaka, Indiana. The Fort Wayne campus is a more compressed campus with one large tower building housing most of its patient care with smaller administrative buildings spread out the 20-acre campus. The Marion campus is a sprawling historic 100-acre campus comprised of numerous buildings; however, the primary patient care buildings are all co-located adjacent to each other creating a central “core”. The Jackie Walorski VA Clinic is a large outpatient clinic leased facility with one large building housing multiple outpatient clinics within it.

3. Scope of Services: Contractor shall provide the following services to analyze, present, and provide a Visitor Guide in booklet form, subsequent printing services for the booklet, and a digital interactive map and way finding system for each campus:

a. Conduct site visit to determine best way finding approach, field verify mapping conditions, and review pre-established handouts and resources

b. Aerial photographs will be taken by vendor’s photographer. Specific date to be mutually agreed upon on a clear day to enable good photography, while flying the perimeter of the hospital campus multiple altitudes. A CD containing all of the high-resolution images become property of VANIHCS delivered to contracting officer technical representative (COTR).

c. Vendor creates design and development of a full color visitor floor and rendering map in the following formats as 1st proof which will be delivered to VANIHCS for review:

i. PDF file of rendering and floor designs which will be incorporated into the interactive map on the desktop/mobile

d. Contractor will use MedMaps brand name or equal for mapping to standardize all

Indiana VA campuses.

e. Create layout, design, and develop a full-color booklet with no less than 8 pages

i. Exterior 3-D rendering of hospital campus including parking areas and entrances rendered from aerial photography of the campus

ii. Interior floor plans of facilities and floors trafficked by patients depicting, but not limited to, primary destinations (with location text labels) and way finding features such as corridors, elevators, stairwells, vending, restrooms, and telephones

iii. Ancillary hospital and visitor information to include visitor hours, campus and VANIHCS facility history, smoking and cell phone policies, parking information, and cafeteria and retail shop hours

iv. VANIHCS vicinity or local area map depicting interstate highways, major and secondary thoroughfares, prominent landmarks, and other VA hospitals, clinics, and Veteran Centers

v. Provide full printing and delivery services for no less than 4,000 booklets

vi. Contingency plan, pricing, and options for subsequent design modifications as construction and facilities improvements are made year to year

vii. Provide 8.5 x 11 front and back reference campus map for Marion and

Fort Wayne Facilities. 5,000 copies

viii. The contractor is to assure that any changes that are made to the hard copy maps as well as the interactive map on desktop/mobile and kiosks will be made simultaneously. This assures that the hard copy maps are kept up to date as well.

f. Design and development of a digital interactive map and way finding system

i. Exterior 3-D rendering of hospital campus including parking areas and entrances rendered from aerial photography of the campus and developed as the base display for the interactive map

ii. Interactive map shall have full functionality with all popular internet browser software to include current versions of Internet Explorer, Safari, Google Chrome, Firefox, Opera with ability to access from mobile devices

iii. Option for end-user displaying navigational routes to all key destinations and commonly trafficked areas throughout the campus

iv. Option for end-user to print said maps and navigational routes

v. Contingency plan, pricing, and options for non-VA hosting of application and subsequent design upgrades as construction and facilities improvements are made year to year

vi. The contractor shall provide the VA with QR codes that lead to the interactive map and directly correlate to each department within the VA.

vii. The interactive map on the desktop shall include photos of the VA campus entrances that are connected to each individual entrance on the 3D aerial rendering.

viii. The Contractor will design correctly orientated “You are Here” wall maps with QR codes programmed with their specific location. Once scanned, the Veteran can input where they want to go and the interactive will show them the quickest route to their desired department.

ix. The contractor will make it possible for VA to have the ability to make changes on the interactive map without disrupting IT personnel.

x. The contractor will make it possible to upload immediately any edits to the interactive and kiosks approved by VA since this is not being ran off VA network.

xi. The contractor will make sure these products will not have access to patient data and/or the use of any health information management systems within the VA.

g. The Contractor shall provide and install eleven (11) total wayfinding kiosks with print capability: four (4) at the Fort Wayne Campus, five (5) at the Marion

Campus and two (2) at the Jackie Walorski VA Clinic.

i. The kiosks will display screensavers that are photos of the specific VA campus.

ii. The kiosks will display a “You are Here” pulsing icon that tells the Veteran where they are on the floor they are on. After 3 seconds, the kiosk will ask

Veteran if they need help finding their way. If they click “YES” they can input the department they need directions to and the kiosk will show them the route as well as give the Veteran the ability to print the route or send the route to their phone.

iii. Kiosks need to be Milan with the following characteristics:

1. Dell Optiplex SFF, i5, 8GB, 256 GB SDD, Win 11, Pro 64

2. Touch Screens need to be ELO 4303L 42.5” IR Touch LCD, 1080P, Clear, 20 touches

3. Touch screens need to have active area of 37.04” X 20.84”

4. Viewing angle of touch screens needs to be Horizontal: +89 degrees or 178 degrees total Vertical: +89 degrees or 178 degrees total

5. Maximum operating time of touch screen needs to be 24 hours/day

6. Response time total needs to be an average of 8 msec

7. Amplified Stereo Speakers

8. Custom American 8.5” Thermal Printer

9. Interactive Touch Screen Kiosks to be accessibility friendly according to the Web Content Accessibility Guidelines for the visually impaired

10. Storm Audio-Nav Keypad, 6 keys

11. USB Wi-Fi adapter with high grain antenna

12. Small non-bolting base 30” X 27.5”

13. Includes delivery to the VA loading dock

h. The Contractor shall provide wall mounted maps that are easy to install and change out as departmental changes occur at each facility.

i. Fort Wayne Campus shall have twenty-one (21) wall mounted maps, fifteen (15) locations identified below and room for an additional location six (6) if needed:

1. Building 1 Floors B – 5 in each elevator lobby (3 per floor)

ii. Marion Campus shall have forty (40) wall mounted maps, thirty-two (32) locations identified below with an additional eight (8) if needed:

1. Building 138 Floors B – 4 in each elevator lobby (1 per floor)

2. Building 172 Floors B – 2 in each elevator lobby (2 per floor)

3. Building 185 Floors B – 2 in each elevator lobby (1 per floor)

4. Building 124 Floors 1 – 3 in each elevator lobby (1 per floor)

a. Building 124 Entrance Lobby

5. Building 174 Floors B – 1 in each elevator lobby (1 per floor)

a. Building 174 2 entrance lobbies on the 1st floor.

6. Building 16 Floors B – 3 in each elevator lobby (1 per floor)

a. Building 16 Entrance Lobby

b. Building 16 Connecting Corridor Floors 1 – 2

7. Building 15 Entrance Lobby

a. Building 15 Connecting Corridor Floors 1 - 2

8. Building 17 Entrance Lobby

a. Building 17 Connecting Corridor Floors 1 – 2

iii. Jackie Walorski VA Clinic shall have ten (10) wall mounted maps at locations identified by the VA Clinic Manager.

i. The Contractor shall provide exterior wayfinding maps including approved sign base and mount to allow for visitors to easily locate building entrances from the parking lot or sidewalk. Wayfinding maps shall be in the same style and format as interior maps for consistency.

i. Fort Wayne Campus shall have four (4) exterior wayfinding maps.

ii. Marion Campus shall have six (6) exterior wayfinding maps.

4. Design & Specification Requirements: Contractor shall review all pertinent VA design guides and standard details and is responsible for incorporating all such standards in the project.

Contractor may obtain design criteria and copies of the complete VA Design Guides, Design

Manuals, & other resources from the VA Facilities Management Technical Information Library at web site/page: http://www.cfm.va.gov/TIL/. With regard to Visitor Guide specific requirements and guidelines, Contractor shall review, but is not limited to reviewing, the following requirements and guidelines:

a. VA Signage Design Guide

b. VHA Office of Communications Graphic Style Guide, February 2012

c. VA Mobile Graphic Style Guide

d. VASNHCS Palo Alto Division Visitor Guide & Interactive Map, current edition

e. Cleveland VA Medical Center Visitor Guide & Interactive Map, current edition

This vendor will have extensive experience in producing Visitor Guides for VA Medical

Centers. We will look to them for advice, recommendations, what has worked best in other locations and best easy-to-read campus map designs.

5. Progress Deliverables: Progress deliverables include but are not limited to:

a. Meeting minutes of all meetings. A minimum of the 6 meetings below are anticipated. VA may require more meetings as required to facilitate communication. Phone and/or video conference calls can be used in lieu of face-to-face meetings for meetings as necessary although a site visit is required:

i. Kick-off meeting (Site Visit)

1. Vendor to meet with appropriate medical center staff during a medical center visit and review mapping conditions. VANIHCS will deliver required floor plans to vendor 2 weeks prior to site visit.

ii. Kick-off follow up meeting (Conference Call)

iii. User group meeting (Conference Call)

iv. Status update meeting (Conference Call)

v. Draft review (Conference Call)

vi. Final review (Site Visit or Conference Call)

b. “As-is” or baseline analysis, planning documents, and presentations prepared for all meetings with necessary documents, schematics, and handouts provided.

6. Final Deliverables: Final deliverables include, but are not limited to:

a. Four thousand (4,000) booklets printed on high-quality material capable of accepting highlighter marking, delivered to Point of Contact within 30 days after the final proof of notice has been signed.

i. Attractive cover design (typically, the cover design incorporates a medical center photo or a grouping of photos depicting various hospital scenes and activities)

ii. Exterior 3-D rendering of hospital campus, including parking areas with lines, hospital entrances clearly marked, building labels where necessary, etc.

iii. As needed interior floor plans depicting primary destinations (with location text labels) and wayfinding features (corridors, elevators, stairwells, vending, restrooms, telephones, etc.)

iv. Alphabetical listing of primary and secondary location/services

v. Ancillary hospital/visitor information (visiting hours, smoking/cell phone policy, parking information, cafeteria/gift shop hours, etc.)

vi. VANIHC’s vicinity map depicting interstate highways, major and secondary thoroughfares, prominent landmarks, hospital clinics

(CBOC’s), etc.

b. Completely functional and end-user ready digital interactive map and way-finding system

i. Interactive 3-D Rendering and Floor Plans.

ii. Point A to Point B Navigation for mobile devices.

iii. Standard HTML5 (Compatible on HTML5 browsers)

iv. Show Veterans and visitors the best entrance and parking areas based on their destination. (desktop)

v. Provide route markers through our hospital, showing patients how to get to their requested destination.

vi. Incorporate specialty service information, static pictures, videos and hyperlinks.

vii. Use roll-overs to display instant information for a building (desktop).

viii. Help patients become more comfortable with the logistics of your facility, increasing the Patient Experience.

ix. Show turn by turn directions using specific landmarks if needed.

Measurements are not to be used because most people cannot keep up with distance.

x. Each floor design on the interactive map will be identical to the hard copy maps that are provided to VANIHCS Fort Wayne, Marion, and Jackie

Walorski VA Clinic campuses. Blueprints are not acceptable on the interactive map but the same floor designs which are visually pleasing and easy to understand.

xi. Floor maps and directions can be printed (B&W or color) so the Veteran and visitor can bring the map with them to see exactly how to get to the department.

xii. Veteran and visitors will be able to send the directions and floor images to their mobile phone as they view the interactive map on the desktop version. The phone number will not be distributed or collected for any other purpose.

xiii. Yearly Software Maintenance Agreement will be offered to VANIHCS to include the following:

1. Software updates as part of the maintenance agreement

2. Software to remain on the vendors server in order to perform edits very quickly

3. All edits made to the interactive map on the web will also be made to the hard copy maps at the same time. This will ensure that reprints will have the latest changes to the campus maps.

4. As signage changes, the interactive maps and the hard copy maps will also be changed as needed.

5. 10 hours of edits per year are included in yearly software maintenance agreement.

6. The maintenance agreement will be made available for at least 5 years.

c. Electronic files delivered to the project point of contact on CD-ROM with the visitor guide files in high resolution PDF, JPG, and TIF formats and digital interactive map and way-finding files prepared for VA server self-hosting

d. Aerial photographs will be taken by vendor’s photographer. Specific date to be mutually agreed upon on a clear day to enable good photography, while flying the perimeter of the hospital campus at multiple altitudes. A CD containing all the high-resolution images become the property of VANIHCS delivered to contracting officer’s technical representative (COTR).

7. Project Schedule and Completion: Completion of this project within 120 calendar days from contract award date. Contractor shall submit a proposed schedule for completion based on the following:

a. Site surveys & First Proof for VA Review: 90 days

b. Completion of Floor Plan and Rendering Design: 60 days

c. Interactive Map Completion: 30 days

d. All Product Delivery Post Approval: 60 days

e. Total project duration: 240 days

8. Period of Performance: This contract will be a Base plus 4 Option Year contract. The Base

Period of Performance (POP) shall be twelve months from date of award, with four 12-month option periods. The POP shall not exceed a total of 60 months. Contract needs to start no later than 240 Days from Date of award.

9. Selection Criteria: Vendor will be selected by the best wayfinding experience for with

Northern Indiana Health Care System Fort Wayne (2121 Lake Ave. Fort Wayne, IN 46805), Marion (1700 E. 38th Street, Marion, IN 46952) Campuses and the Jackie Walorski VA

Clinic (1540 Trinity Place Mishawaka, IN 46545). This vendor will have to have extensive experience in producing interactive maps.

10. Hours of Operation: Onsite services shall be performed during normal business hours of

7:00 AM to :30PM, Monday – Friday, excluding Federal holidays. Holidays observed are:

New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day, and any other day specifically declared to be a holiday by the President of the United States.

11. Place of Performance: Northern Indiana Health Care System Fort Wayne (2121 Lake Ave.

Fort Wayne, IN 46805), Marion (1700 E. 38th Street, Marion, IN 46952) and Jackie Walorski

VA Clinic (1540 Trinity Place Mishawaka, Indiana 46545) Campuses

12. Past Performance: Past Performance – Provide a list of six (6) hyperlinks accessible to the public, leading to six (6) individual, fully functional, interactive maps your company has developed for facilities of like size and area as our VA Hospital within the past three (3) years. Include the name, address, contact person who is responsible for the administration of the contract and telephone number for each reference.

a. Capabilities Statement – Contractor shall provide a written statement on their capabilities to meet the requirements of the Statement of Work. Offerors who fail to complete or submit required documentation may not be considered for award.

Contractor shall indicate and provide proof they can provide the following requirements:

i. Contractor shall provide proof or link that demonstrates ability to include pictures, videos and corresponding texts embedded in the interactive map.

ii. Contractor shall provide proof or link that demonstrates ability to visually indicate route for single and multiple primary destination.

iii. Contractor shall indicate if they are able to provide 7” x 9-1/2” Campus

Booklet as an 8-12-page hard copy booklet. Contractor is to provide examples of an 8-12-page booklet produced for other VA Medical

Centers.

iv. Web application is compatible with mobile devices (Windows, Android, and iOS operating systems)