VISN 16 SOW - Digital Signage- 08182022.pdf

Statement of Work (SOW) South Central VA Healthcare Network – VISN 16

715 South Pear Orchard, Plaza 1 Ridgeland, MS 39157

Digital Signage Program

A. GENERAL INFORMATION

1. Scope of Work:

The South-Central VA Health Care System (VISN 16) is soliciting proposals for the leasing of an online patient/staff health care communication system employing digital signage and services (Digital Signage Program) throughout the network’s eight medical centers and 62 Sites of Care:

• Gulf Coast Veterans Health Care System in Biloxi, MS o Pensacola VA Clinic o Mobile VA Clinic o Panama City Beach VA Clinic o Eglin Air Force Base VA Clinic o Panama City Beach-Delwood VA Clinic

• Southeast Louisiana Veterans Health Care System in New Orleans, LA o Baton Rouge VA Clinic o Houma VA Clinic o Hammond VA Clinic o Slidell VA Clinic o St. John VA Clinic o Franklin VA Clinic o Bogalusa VA Clinic o Baton Rouge South VA Clinic

• Alexandria Veterans Health Care System in Alexandria, LA o Jennings VA Clinic o Lafayette VA Clinic o Lafayette Campus B VA Clinic o Lake Charles VA Clinic o Fort Polk VA Clinic o Natchitoches VA Clinic

• Michael E. DeBakey VA Medical Center in Houston, TX o Houston VA Domiciliary o Beaumont VA Clinic o Charles Wilson Veterans Affairs Outpatient Clinic o Galveston County VA Clinic o Conroe VA Clinic o Katy VA Clinic o Lake Jackson VA Clinic o Richmond VA Clinic o Tomball VA Clinic o Texas City VA Clinic

Kapfer, Bailey L. (OGC) (she/her/hers) This is difficult to read in this format. Contractors need to see each location and calculate what it will cost them to do work in that location – I recommend another way of organizing this.

Maskell, Veronica Updated o Houston VA Clinic o Sugar Land VA Clinic o Kingwood VA Clinic

• Overton Brooks VA Medical Center in Shreveport, LA o Texarkana VA Clinic o Monroe VA Clinic, o Longview VA Clinic, o Knight Street VA Clinic,

• G.V. (Sonny) Montgomery VA Medical Center in Jackson, MS o Jackson VA Domiciliary o Kosciusko VA Clinic o Meridian VA Clinic o Greenville VA Clinic o Hattiesburg VA Clinic o Natchez VA Clinic o Columbus VA Clinic o McComb VA Clinic o Dogwood View Parkway VA Clinic o Flowood VA Clinic

• John L. McClellan Memorial Veterans Hospital in Little Rock, AR o Eugene J. Towbin Healthcare Center o Mountain Home VA Clinic o El Dorado VA Clinic o Hot Springs VA Clinic o Mena VA Clinic o Pine Bluff VA Clinic o Searcy VA Clinic o Conway VA Clinic o Russellville VA Clinic o Little Rock VA Clinic

• Veterans Health Care System of the Ozarks in Fayetteville, AR o Gene Taylor Veterans' Outpatient Clinic – Springfield o Harrison VA Clinic o Fort Smith VA Clinic o Branson VA Clinic o Ozark VA Clinic o Jay VA Clinic o Township VA Clinic o Joplin VA Clinic

• VISN 16 Network Office in Ridgeland, MS

The general scope of this project is to remove existing equipment (where needed), install a digital patient/staff communication system with state-of-the-art electronic components (i.e. electronic digital sign) through a contractual lease, and provide services to include message development and management, support, maintenance, and training 30 staff on using the system.

The requirement is for 736 screens total (to include Gulf Coast Veterans Health Care System

– 78, Southeast Louisiana Veterans Health Care System - 107, Alexandria Veterans Health Care System - 85, Michael E. DeBakey VA Medical Center - 144, Overton Brooks VA Medical Center - 55, G.V. (Sonny) Montgomery VA Medical Center - 96, John L. McClellan Memorial Veterans Hospital - 92, Veterans Health Care System of the Ozarks – 76, VISN 16 Network Office – 3.)

The Digital Screen Program will deliver educational information to patients within the various waiting room environments (Primary Care, Specialty Care, Mental Health, Pharmacy, Operating Room/ICU, etc). This Program will be a flexible, engaging communication system for high-traffic locations which will reinforce critical safety information, drive service-line growth and provide a wide array of health education content. The Digital Signage Program should also allow for enhanced employee engagement – allowing VISN 16 staff to easily see and understand our various healthcare initiatives and goals. The Program will offer a customizable, engaging communication platform with innovative digital and mobile technology which will help provide a uniquely integrated experience for patients as well as staff .

The salient characteristics of the Digital Signage Program shall include the following to be considered technically acceptable:

a. The Digital Signage System must include electronic digital signs with a single face screen size of 45 to 65 inches with a screen resolution of at least 1920 x 1080 pixels.

b. The Digital Signage System must be able to feature the VA's brand name and color schemes.

c. The Digital Signage System must be able to inform Veteran patients, their families and caregiver, and visitors of key hospital locations and policies.

d. The Digital Signage System must be able to promote service lines and market upcoming events.

e. The Digital Signage System must be able to inform and educate Veterans, their families and caregivers about Whole Health and healthy lifestyles, disease management, educate viewers on key patient safety and satisfaction initiatives (e.g. The Joint Commission, CMS, CDC), and reinforce patient messaging with a library of at least 300 health information content pieces provided by the Vendor/Contractor.

f. The Digital Signage System must be able to have a minimum of 30 minutes of video content running through a loop. Audio should be optional.

g. The Digital Signage System must contain embedded software that offers pre-loaded fonts, animations, videos, and range of creative tools that develop custom graphics.

h. The Digital Signage System must have the ability to upload video clips, stories, and other screen-ready content.

i. The Digital Signage System must be able to display customizable content by each screen (i.e. content on screen located in Primary Care could be different than a screen located in the Pharmacy) or the same content, if necessary. All monitors/displays must be capable of operating independently of the others.

j. The Vendor must provide a representative who will be able to update the screens with the content the VA provides within 12 hours. In addition, the Vendor must provide the VA the ability to manage and upload content during normal and urgent conditions.

Kapfer, Bailey L. (OGC) (she/her/hers) Are the sites of care associated with the various medical centers? That could be one way to organize this geographically, to make it easier for the potential offerors reading this list.

Maskell, Veronica Updated

Kapfer, Bailey L. (OGC) (she/her/hers) To be clear – are these the items the contractor must show with their submission to be considered technically acceptable? Is this the full list? If so, clearly state.

Maskell, Veronica An SF15 Tech Eval Spreadsheet will list these item as well other important information from SOW.

Kapfer, Bailey L. (OGC) (she/her/hers) The salient characteristic seems to be the ability to display a library of content – I question whether the ability to “promote healthy lifestyles” is something we’ll be checking for in our evaluation?

This will be listed as part of evaluation

k. The Vendor will provide a 24/7 customer support line for general assistance and questions and will be responsible to troubleshoot and repair any issues with the system within 3-5 business days.

l. The Vendor will need to have a connection to the screens and be responsible to notify the station if a screen is malfunctioning.

m. The Vendor shall professionally install each screen (see Schedule Delivery and Install below). In addition, the Vendor must be able to move and re-install screens to a new location a maximum of 80 times per year within the VISN 16 network (inclusive of all screens) due to the anticipation of construction projects during the contract duration at no additional cost to the Government.

n. The Vendor shall provide stand-alone Wi-Fi service or equivalent cellular service to connect with the equipment as the vendor will NOT have the ability to connect to any VISN16 network systems.

o. The Vendor must provide quarterly training to operate electronic digital sign messaging and graphics features.

p. The Vendor must provide unlimited access to an online library of customizable patient/staff health care communication materials to be employed by the digital signage.

q. The Vendor will provide training (during the normal working day 8 a.m. – 4:30 p.m. CST) on the use of the online patient/staff health care communication system employing digital signage through an onsite or virtual consultant after the Digital Signage System is operational.

r. The Vendor will provide a warranty for all products as is industry standard for the scope and duration of this contract.

2. Project Overview

a. Installation Timeframe (including moves due to construction projects) is to be accomplished between 8:00 a.m. and 4:00 p.m. Monday thru Friday unless agreed upon otherwise between the Vendor and the VA location primary POC.

b. Inventory: While systems will be leased, the VA still must adhere to its property inventory management processes. The products will be received by VISN16 facilities, and the Vendor will work within the VAs inventory management guidelines prior to installation. The Vendor & POC will then work within VA guidelines in delivering the systems to further Sites of Care.

c. Delivery Lead Times: Items are to be delivered to each VISN16 Station when inventory and electrical safety checks will occur. The materials will then be turned back over to the Vendor/Contractor for installation. Lead time should be within industry standard of 3-5 weeks from receipt of order.

d. Manufacturing Requirements: This specification establishes the minimum requirements for the acquisition and installation of a complete and usable system.

All products will be commercial grade for commercial use. All product and components will be new; refurbished products will not be accepted.

3. Performance Period: The period of performance is 09/23/2022 – 09/22/2023.

4. Type of Contract: Base year and four additional years exercised at the discretion of the government.

• Place of Performance:

Kapfer, Bailey L. (OGC) (she/her/hers) Clarify what is intended by this requirement?

Maskell, Veronica This pertains access to their online servers that will feed the digital signage.

Kapfer, Bailey L. (OGC) (she/her/hers) I’m not sure what we mean by this time frame – is the contractor providing 40 hours of training?

Maskell, Veronica Updated.

Kapfer, Bailey L. (OGC) (she/her/hers) Do we know the industry standard? If so, state.

Maskell, Veronica This will be a lease contract, but warranties will apply.

Kapfer, Bailey L. (OGC) (she/her/hers) Will installation itself take one week, or within one week of receiving the request from VA?

To be clear – the vendor is not providing storage; VA inventory management is receiving the property and storing it until installation, correct? Or is the expectation that the Vendor is taking possession at the VA site?

• Gulf Coast Veterans Health Care System in Biloxi, MS o Pensacola VA Clinic o Mobile VA Clinic o Panama City Beach VA Clinic o Eglin Air Force Base VA Clinic o Panama City Beach-Delwood VA Clinic

• Southeast Louisiana Veterans Health Care System in New Orleans, LA o Baton Rouge VA Clinic o Houma VA Clinic o Hammond VA Clinic o Slidell VA Clinic o St. John VA Clinic o Franklin VA Clinic o Bogalusa VA Clinic o Baton Rouge South VA Clinic

• Alexandria Veterans Health Care System in Alexandria, LA o Jennings VA Clinic o Lafayette VA Clinic o Lafayette Campus B VA Clinic o Lake Charles VA Clinic o Fort Polk VA Clinic o Natchitoches VA Clinic

• Michael E. DeBakey VA Medical Center in Houston, TX o Houston VA Domiciliary o Beaumont VA Clinic o Charles Wilson Veterans Affairs Outpatient Clinic o Galveston County VA Clinic o Conroe VA Clinic o Katy VA Clinic o Lake Jackson VA Clinic o Richmond VA Clinic o Tomball VA Clinic o Texas City VA Clinic o Houston VA Clinic o Sugar Land VA Clinic o Kingwood VA Clinic

• Overton Brooks VA Medical Center in Shreveport, LA o Texarkana VA Clinic o Monroe VA Clinic, o Longview VA Clinic, o Knight Street VA Clinic,

• G.V. (Sonny) Montgomery VA Medical Center in Jackson, MS o Jackson VA Domiciliary o Kosciusko VA Clinic o Meridian VA Clinic

This is difficult to read in this format. Contractors need to see each location and calculate what it will cost them to do work in that location – I recommend another way of organizing this.

o Greenville VA Clinic o Hattiesburg VA Clinic o Natchez VA Clinic o Columbus VA Clinic o McComb VA Clinic o Dogwood View Parkway VA Clinic o Flowood VA Clinic

• John L. McClellan Memorial Veterans Hospital in Little Rock, AR o Eugene J. Towbin Healthcare Center o Mountain Home VA Clinic o El Dorado VA Clinic o Hot Springs VA Clinic o Mena VA Clinic o Pine Bluff VA Clinic o Searcy VA Clinic o Conway VA Clinic o Russellville VA Clinic o Little Rock VA Clinic

• Veterans Health Care System of the Ozarks in Fayetteville, AR o Gene Taylor Veterans' Outpatient Clinic – Springfield o Harrison VA Clinic o Fort Smith VA Clinic o Branson VA Clinic o Ozark VA Clinic o Jay VA Clinic o Township VA Clinic o Joplin VA Clinic

• VISN 16 Network Office in Ridgeland, MS

5. Performance Based Contract Management:

• The Contractor shall assign an Account Manager who will serve as the point of contact throughout the duration of contract performance. The contractor shall also designate an alternate Account Manager who will serve as the POC when the Account Manager is not available (illness, vacation, training, etc.).

• The VA will assign a Contracting Officer who will be the only individual authorized to effect changes in the contract.

• Invoices - Invoicing: Invoices for products shall be submitted upon delivery and acceptance. Invoice for license, support and maintenance is payable based on solicitation’s Price Schedule. Invoices for services performed shall be submitted monthly in arrears.

B. CONTRACT AWARD MEETING

The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kick- off meeting or has advised the contractor that a kick-off meeting is waived. Also, until a contract is awarded and Purchase Order number issued to the contractor.

C. GENERAL INFORMATION & REQUIREMENTS

1. For every task, the contractor shall identify in writing all necessary subtasks (if any), associated costs by task, and together with associated sub milestone dates. The contractor's subtask structure shall be reflected in the quote.

2. All written deliverables will be phrased in layperson language. Statistical and other technical terminology will not be used without providing a glossary of terms.

D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

1. The Vendor will coordinate delivery and installation of items with the VA’s identif ied POC at each VISN16 location.

2. Installation hours are to be accomplished between 8:00 a.m. and 4:00 p.m. Monday thru Friday.

3. Installation costs (including any necessary power outlet moves/installation) must be included in the Vendor's quote in its entirety.

4. The Vendor must protect the architectural f inish in the locations where the installation will take place. The Vendor is responsible for repair of these areas for any damage caused during installation, moves, etc.

5. The Vendor's installation must adhere to dust/infection control measures (i.e. using a dust control drill attachment with HEPA Vacuum and HEPA carts).

6. A Quality Assurance walk-through shall be performed by the VISN16 Facility POC and the Vendor (or his representative). All inventoried items shall be noted and a response for completion time (expected date of completion) of each item shall be provided from the Vendor.

7. The Vendor is responsible for any necessary system stationary mounting solutions.

Mounts must be safe and extremely well secured to wall studs and/or wall re-enforcements. Installation must be a high degree of quality, plumb/square, and to the satisfaction of the VISN 16 Facility POC.

8. The Vendor will provide all labor and parts to run, connect, and configure all cables (Coaxial, ethernet, power, etc.). It is incumbent on the Vendor to determine all necessary items to complete the installation.

9. The VA will not supply a disposal location for waste.

10. The VA will supply restroom facilities for the contract crew.

E. CHANGES TO STATEMENT OF WORK

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer (CO). A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

We are requesting LPTA – we have stated salient characteristics above, which appear to be the requirements for a “technically acceptable” product. If the offerors are required to submit a schedule of tasks or subtasks as part of their proposal, we must clearly state that this must be submitted and what must be included to be technically acceptable.

Maskell, Veronica Vendors will be required to submit a schedule and will be stated in SF15 Tech Eval Sheet.

Kapfer, Bailey L. (OGC) (she/her/hers) I don’t understand what would be on a punch list for this requirement?

Changed to Quality Assurance walk-through

F. REPORTING REQUIREMENTS

The contractor will report daily on progress of technical installation and training.

G. TRAVEL

Contactor travel expenses will not be covered as a part of this SOW.

H. CONTRACTOR EXPERIENCE REQUIREMENTS – KEY PERSONNEL

Contractor’s Past and Present Performance will be reviewed by the Contracting Officer (CO) and Contract Officer’s Representative (COR) on an annual basis. This survey will be documentation of the contractor acceptable or unacceptable performance during the contract period.

I. SECURITY

VA Police will issue photo identification badges directly to contractors’ and sub-contractors’ superintendents and foremen. These ID badges must be worn by these individuals at all times while on VA property.

Contractor Personnel Security ID badges must be worn by the contracted employees at all times while on VA property.

1. Contractor Responsibilities

The contractor will be responsible for the actions of all individuals provided to work for the VA under this contract. In the event that damages arise from work performed by contractor provided personnel, under the auspices of this contract, the contractor will be responsible for all resources necessary to remedy the incident.”

2. Government Responsibilities

VA shall provide access into areas needed to perform the duties of this contract.

J. CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

1. The preliminary and final deliverables and all associated working papers and other material deemed relevant by the VA which have been generated by the contractor in the performance of this contract are the exclusive property of the U.S.

Kapfer, Bailey L. (OGC) (she/her/hers) When? How? How often?

Kapfer, Bailey L. (OGC) (she/her/hers) Who are the key personnel at issue? We address the contractor providing a POC and a backup, is it our intention that the POC is key personnel?

Maskell, Veronica Yes, the POC shall be the key personnel.

This largely repeats section H above.

Government and shall be submitted to the COR at the conclusion of the contract.

2. The COR will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor.

Any request for information relating to this contract presented to the contractor shall be submitted to the COR for response.

3. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the COR.