H212--36C26223Q0759 | Veoci Fire Drill | GLA

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following:

(a) company name

(b) address

(c) point of contact

(d) phone, fax, and email

(e) Unique Entity ID

(f) Cage Code

(g) Tax ID Number

(h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business

(i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

The Greater Los Angeles VA Healthcare System, West Los Angeles VA Medical Campus located at 11301 Wilshire Blvd., Los Angeles, CA 90073 is seeking a potential qualified contractor that can provide Veoci Healthcare, Fire Drill and Fire Extinguisher service.

Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Business set aside. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 611430 ($13 Million Dollars).

Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov. Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors should submit information by e-mail to edward.condreay@va.gov. All information submissions to be marked Attn: Edward Condreay, Contract Specialist and should be received no later than 4:00 pm PST on March 31, 2023.

STATEMENT OF WORK

FOR THE

Veoci Healthcare, Fire Drill and Fire Extinguisher Solution

Background.

This requirement is for a service contract for the Veoci Healthcare, Fire Drill and Fire Extinguisher Solution.

Scope.

An integrated system for emergency management tracking across the entire healthcare system to include a daily ops dashboard, incident forms, Hazard Vulnerability Assessment s, Incident Plans, After Action Reports, Emergency Management Committee Tracking, Fire Drill Management and Tracking, Fire Extinguisher location and maintenance tracking. Primary users are Safety and Emergency Management as well as the facility Emergency Management Committee and leadership.

PLACE PERFORMANCE

VA Greater Los Angeles Healthcare System

11301 Wilshire Blvd

Bldg 222, Rm 200

Los Angeles, CA 90073

PERIOD OF PERFORMANCE

Base Year: 01/31/23 06/30/2023

VENDOR TASKINGS/PERFORMANCE

5.1. Emergency & Incident Management

A solution to manage your Emergency Management program, as well as documenting and responding to Incidents.

5.1.1. Daily Ops Dashboard

A Daily Ops Dashboard to Include:

Links tile to document an Incident

All Open Incidents

Closed Incidents by Month YTD

Planned Incidents by Month

Weather/Radar Tile

Location Map w/colored icons for facility status

Status updates & important messages

Up to 5 Twitter feeds defined by customer

5.1.2. Incident Form

A form to document incidents, and activate your command center to include:

Date & Time of Incident

Incident Location (Selection from Database)

Incident Type (Selection from Database)

Information and Updates repeatable section

Date and Time of Info

Information/Update

Attachments

Completed by

Incident Status

Trigger to Activate EOC

EOC Room Link

5.1.3. Hazard Vulnerability Assessment (Revised KP Model)

A room to complete and manage your HVA's to include:

Revised KP HVA that populates Alerts and Activations based on your Incident Documentation

Filterable Dashboard (by facility) to display:

All HVA's

All Closed Incidents

Incidents by Month

Alert Categories

Internal/External

Notification Method

Business/Operational Impacts

Structural Impacts

Recovery Plan Activations

Patient Care Impacts

Resource Requests

5.1.4. Incident Plan

A plan to launch for incident management to include:

HICS Forms (Dedicated Dashboard)

Command Center Dashboard

Incident Documentation form w/history of incident Tasking

Task Views for

Open

Past Due

Completed

Department Operational Assessments

Impact Reporting for

Staffing

Supplies, Resources & Assets

Public Safety & Security

Technology and Communications Systems

Critical Infrastructure and Utilities

Clinical Resources and Tools

Evacuation & Surge

Overall Operational Status & Service Hours

Up to 5 Twitter Feeds

5.1.5. After Action Reporting

A healthcare focused After Action Report (AAR) with customer definable performance targets grouped by the 6

Critical Joint Commission areas of

Communications

Clinical Activities

Resources and Assets

Safety and Security

Staff Roles and Responsibilities

Utilities

When something is documented as non-compliant an observation can be documented and a Improvement

Action Item task created and assigned. Once completed the task will update the AAR documentation.

AAR Dashboard to include:

All AAR's

"My" Open Improvement Items

Past Due Improvement Items by Incident

Past Due Improvement Items by Assigned to

Pending Improvement Items by Incident

Pending Improvement Items by Assigned to

Completed Improvement Items by Incident

Completed Improvement Items by Assigned to

5.1.6. 96 Hours of Sustainability

A solution to create and manage 96 hours of sustainability plans. The capability targets to be evaluated can be

defined by admins of the system and documented against for the following time intervals (in hours): 481,6,24,32,40,48,56,64,72,80,88,96

Additional fields per capability target to include:

Responsible Party/Role

Policy, Management Plan or MOU for Event

Comments/Mitigations

5.1.7. Emergency Management Committee Management

A solution to manage the multi-disciplinary Emergency Management committee and related activities to

include:

Committee Member form

Department Representing

Member

Clinical/Non Clinical

Meeting Schedule

Date & Time

Invitees

Agenda

Meeting Minutes

Populated from meeting schedule

Attendance (based on invitees)

Minutes Section

File/Link Repository

Meeting tasks

Dashboard to include

All meeting minutes

Scheduled meetings displayed on calender

Tasks

Pending

Overdue

Completed

5.2. Fire Drill Management

Ability to Schedule and Execute Fire Drills and post-mortems of Fire Alarm Activations with documentation

5.2.1. Implement the Fire Drill Management solution to schedule and track Fire Drills for the organization to

include:

(1) Form to schedule Fire Drills that notifies parties involved in the drill using email notifications and

calendar invitations

(1) Form to document the findings of the fire drill based on Pass/Fail criteria for individual elements

(1) printable/PDF output of the drill itself for documentation purposes

(1) Dashboard to display upcoming drills, past drills, and outstanding deficiencies as appropriate

5.3. Fire Extinguisher Inspections

A solution to inspect fire extinguishers, and show what has been inspected, and what is outstanding.

5.3.1. Fire Extinguisher Dashboard

A dashboard to include:

Link to perform inspection

Fire Extinguishers Not inspected this (timeframe)

Fire Extinguishers Inspected this (timeframe)

Fire Extinguisher Failures by reason

30 Day Fire Extinguisher Inspections

All Fire Extinguisher Failures

5.3.2. Fire Extinguisher Inspection Form

A form to perform inspections to include:

Date of Inspection

Inspector

Location of Inspection

A row for each Fire Extinguisher in the location with:

Pass/Fail

If Fail

Failure reason selection

Action taken text box

Image/File Attachment

Action completed by

Action completed Date

5.3.3. Location Database

A form to maintain all the locations of fire extinguishers to be inspected

5.3.4. Equipment Database

A form to maintain all the fire extinguishers with their locations.

Training:

Remote orientation webinars recorded for later viewing

Our online Help/Knowledge Base

Short Task and role-specific videos for end-users

Train-the-trainer sessions

Maintenance:

Maintenance will include updates to software, patches and fixes, major updates to the platform will be announced to customer prior to rollout.

Future Additional Work:

Future work for a solution for a Inventory Management System

Security Requirements:

Security Requirements for Unclassified Information: 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.

The contractor shall have physical administrative access to the equipment included in this contract.

The contractor shall not have access to VA sensitive information; thus the C&A requirements do not apply, and that a Security Accreditation Package is not required.

Records Management Language for Contracts. The following standard items relate to records generated in executing the contract:

Citations to pertinent laws, codes, and regulations such as 44 U.S.C. chapters 21, 29, 31, and 33; Freedom of Information Act 5 U.S.C. 552; Privacy Act 5. U.S.C. 552a; 36 CFR Part 1222 and Part 1228.

The Contractor shall treat all deliverables under the contract as 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 determined to be in public interest.

The 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.

The 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.

The 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 from this contract.

The Government Agency owns the rights to all electronic information and all supporting documentation created as part of this contract. The Contractor shall deliver sufficient technical documentation with all data deliverables to permit the Agency to use the data.

The 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, mode of transmission, or state of completion.

No disposition of documents shall 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 files and penalties imposed by 18 U.S.C. 2701. Records shall not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

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

No photography of VA premises is allowed without written permission of the Contracting Officer.

Inspection and Acceptance Criteria

The COR will oversee receipt, inspections, and accountability for non-expendable equipment.

WARRANTY

Standard warranty for the installation

Standard warranty for the products.