VSMS Maintenance and Support Service

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SOURCES SOUGHT NOTICE
Interested and capable firms are requested to provide capability statements addressing the following data/information to the attention of the Contract Specialist identified herein.
a) Company s name:
b) Company s address:
c) Company s point of contact name:
d) Company s phone, fax, and email address:
e) Company s Tax ID Number:
f) Company s DUNS number and Cage Code:
g) Type of business, e.g. Small Service Disabled Veteran Owned Small Business, Veteran Owned Small Business, SBA Certified 8(a) Firm, SBA Certified HUBZone Firm, Women Owned Small Business, SBA Certified Small Disadvantaged Business, Small Business, or Other than Small Business, relative to NAICS code 541519:
h) Federal Supply Schedule number (if applicable):
i) Statement of Capability, to include salient characteristics, that demonstrates the offeror's capability and past performance in providing and meeting the type of service requirement; to include the data and information stated herein.
In addition to providing your company s capability statement as it pertains to the requirements of this Sources Sought Notice, interested and capable firms are also required to provide answers to the following questions.
Does your company provide SIMULATIONiQ Software and Hardware maintenance and support services?
Is the SIMULATIONiQ Software and Hardware maintenance and support services your company provides available on GSA?
e-Mail submissions will be acceptable to Contract Specialist Mark Ferguson at:
mark.ferguson@va.gov.
The purpose of this Sources Sought Notice is for Market Research purposes only and to identify interested and capable vendors. Final statement of capability response submissions and this form must be submitted via email no later than 2:00 p.m. CST on July 23, 2019.
NO FAX/ FACSIMILE SUBMISSIONS WILL BE ACCEPTED.
Notice to Vendor Community: All Offerors who provide goods or services to the United States Federal Government MUST be registered in the System for Award Management (SAM) website www.sam.gov.
Additionally, all Service Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses who respond to a solicitation must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at https://www.vip.vetbiz.va.gov/.
Disclaimer: The purpose of this Sources Sought Notice is to gain knowledge of potential qualified sources and their business size classification and is issued solely for information and planning purposes only and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. 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. All information received in response to this Sources Sought Notice that is marked as proprietary will be handled accordingly. Responders are solely responsible for all expenses associated with responding to this Sources Sought Notice. The Government is not obligated to, nor will it pay for or reimburse respondent parties for any costs associated with responding to this Sources Sought Notice.
NOTE: No classified, confidential, or sensitive information should be included in your response to this Sources Sought Notice. The Government reserves the right to use any information provided by respondents for any purpose deemed necessary and legally appropriate, including using technical information provided by respondents in any resultant solicitation.
At this time no solicitation exists; therefore, do not request a copy of the Solicitation. After a review of the responses received, a Pre-Solicitation Notice and Solicitation may be published on Federal Business Opportunities (FedBizOpps) website or GSA E-buy.
It is the potential Offeror's responsibility to monitor FedBizOpps and GSA E-buy for release of any future solicitations that may result from this Sources Sought Notice. However, responses to this Sources Sought Notice will not be considered adequate responses to any resultant solicitation.
Comments/Concerns: Please address any comments or concerns regarding this Sources Sought Notice via email to the Contract Specialist listed below.
Mark Ferguson
Mark Ferguson, Contract Specialist
Department of Veterans Affairs
Program Contract Activity Central
(PCAC) - St. Louis, MO
314-894-6656 x 65116
Mark.Ferguson@va.gov
TITLE: VSMS MAINTENANCE AND SUPPORT SERVICE
1.0 BACKGROUND: Video Simulation Management System (VSMS) was procured via a contract awarded by the VA Technical Acquisition Center in April 2016. During 2016-2017, VSMS was installed in the National Simulation Center (NSC) to provide functionality for recording, assessing, debriefing and storing simulated training conducted within the SimLEARN NSC. It was designed to be accessible via the web or video teleconference to allow for remote participation. The VSMS provides the capability to integrate with computerized task trainers and full body, high fidelity simulation mannequins, as well as provide the capability to simultaneously manage multiple patient simulations at a single time to replicate environments, such as a busy intensive care unit, a mass casualty incident, or multiple patients at different levels of care that may be part of a complex scenario. VSMS provides the capability to record the simulated training event from the arrival of the ambulance, through the hallways, to the applicable simulated training room (e.g. emergency room, triage, operating room). It also provides capabilities to record simulation scenarios conducted in an inpatient, clinical setting. VSMS is a fully integrated software-hardware system.
The VSMS at the SimLEARN National Simulation Center (NSC) is a SIMULATIONiQ Enterprise solution comprised of 1,500 pieces of equipment that includes: SIMULATIONiQ learning management system software, the SIMULATIONiQ Audio Visual(A/V) Viewer software and an array of over 130 HD cameras, audio equipment and software integrating an array of high-fidelity medical simulation training manikins. The system collects performance data across all hardware inputs, and provides a platform for recording, debriefing and educational assessment for all training activity taking place in the SimLEARN National Simulation Center.
2.0 SCOPE OF WORK: The contractor shall provide maintenance and support services for the SIMULATIONiQ audio video and learning management system that includes software and hardware diagnostic, repair and replacement, VSMS product and system training, system health check and reports, help desk and system troubleshooting, hardware warranty support, on-site support and service, and software updates. This requirement is needed to provide maintenance and support services to the VSMS and associated efforts shall be used to support clinical training provided to medical professionals within the VHA National Simulation Center. See section 9.0 Exhibit A at the bottom of this PWS for current VSMS software and hardware inventory.
3.0 GENERAL REQUIREMENTS: The Contractor shall perform the mandatory tasks and
provide the specific deliverables described below within the performance period stated in this PWS. If, for any reason, any deliverable cannot be delivered on time according to the below schedule, the Contractor shall provide a written explanation to the Program Manager (PM)/Contracting Officer s Representative (COR) three days prior to deliverable due date. This written transmittal shall include a firm commitment of when the work shall be completed. This transmittal to the PM/OR shall cite the reasons for the delay and the impact on the overall project.
The Contractor shall not commit or permit any act that interferes with the performance of work awarded to another Contractor or with the performance of Government employees. In any case where, in the course of fulfilling the contract requirements, the Contractor disturbs any work guaranteed under another separate contract, the Contractor must restore such disturbed work.
4.0 TASKS & DELIVERABLES:
Task 4.1 Diagnoses, Repair or Replacement: The contractor shall provide the following software and hardware diagnostic, repair and replacement services to include:
Software: The Software Support under this agreement shall include diagnosis, repair or replacement of the SIMULATIONiQ learning management system software and A/V Viewer software currently installed.
Hardware: The Hardware Support shall include diagnosis, repair and replacement of the equipment listed in section 9.0 Exhibit A. Hardware service coverage shall include VSMS computers and servers.
Task 4.2 Advance Replacement of Equipment: The contractor shall provide the following VSMS advance equipment service to include:
Advanced replacement parts and equipment will be shipped using standard shipping via ground to the NSC to replace failed VSMS equipment.
Failed Equipment that is no longer available may be substituted with a functional equivalent at contractor s discretion.
The government will return the failed equipment to the contractor or other designated location as directed by the contractor within 30 days of equipment failure.
Installation of the advanced replacement equipment will be coordinated between NSC and the contractor.
Task 4.3 VSMS Product and System Training: The contractor shall provide the following VSMS product & VSMS training opportunity services to include:
The contractor shall provide:
Monthly VSMS product webinars.
Up to two (2) additional webinar offerings geared toward NSC-specific content as requested COR.
Two (2) users per year for continuing education at the contractor s training center / location. The cost of the training, lodging and meals (at training center / location) shall be included. Training dates are made available on the contractor s website or sent via email.
Ability to register to attend an Annual Summit that covers SIMULATIONiQ criteria. The cost of registration will be included. The cost of lodging and airfare will be paid for by NSC. Annual User Summit dates shall be available on the contractor s website.
Task 4.4 System Health Check and Reports: The contractor shall provide the following VSMS operation system performance/health checks to include scheduled remote preventative operating system performance health checks. The monthly health checks shall be scheduled and performed on a mutually agreed time. The health checks shall include a review of the Software and its settings, disk utilization and related information technology settings.
Task 4.5 Help Desk and System Troubleshooting: The contractor shall provide the following VSMS product Help Desk and VSMS troubleshooting services to include:
VSMS technical support access (Monday Friday 8:00 am 8:00 pm EST) with contractor s customer support team.
Telephonic, email and/or web-based assistance for user-based information requests on features, functions and equipment operation, remote testing and trouble resolution.
Access to the Customer Support Portal 24 hours a day, 365 days a year.
Trouble-shooting shall be performed remotely by the Customer Support Team prior to dispatching technical support to the NSC site.
The NSC will provide the contractor with remote access and IP connectivity for upgrades, trouble- shooting, diagnostics and testing.
Task 4.6 Hardware Warranty Support: The contractor shall provide the following VSMS hardware warranty services repair. Equipment shall be repaired at the NSC s site, manufacturer s facility or at the contractor s facility. The NSC will package, insure, and ship the malfunctioned unit to the maintenance location designated by the contractor. Upon completion of the repair, the contractor shall arrange shipping of the Equipment to the original NSC site for installation.
Task 4.7 On-Site Support and Service: The contractor shall provide the following VSMS on-site support and maintenance service to include:
On-site service is provided at the contractor s sole discretion as part of their support and service. The contractor shall coordinate with the NSC to schedule technical support on-site. The service will be scheduled during normal business hours (9:00 a.m. to 5:00 p.m. local time). On-site technical support outside of normal business hours may occur.
Task 4.8 Software Updates:
a. The contractor shall provide the NSC with an upgrade of the standard licensed Software whenever a new release is issued.
b. The contractor may request that the NSC install upgrades of the Software. The NSC agrees to upgrade the software within a reasonable period of time after upgrades are released, but not more than two (2) releases from the current upgrade or release. The NSC agrees to upgrade their operating system within a reasonable period of time but no more than two years from release of upgrade from manufacturer.
c. All such version and release modifications, when delivered and properly installed, shall become part of the Software and shall otherwise be subject to the terms of the Software License.
Table 1, Mandatory Deliverable Table
Deliverable
Description
Quantity
Due Date
4.1
VSMS Software diagnostic, repair and replacement services Report
As needed
As needed
4.1
VSMS Hardware diagnostic, repair and replacement services Report
As needed
As needed
4.2
Advanced equipment replacement Report
As needed
As needed
4.3
VSMS Product and System Training:
Product information and demonstration webinars.
NSC VSMS specific content training webinar.
Face to face continuing education conference at the contractor s training facility / location.
Conference Full access pass to attend the Annual Summit covering SIMULATIONiQ criteria.
12
2
2
1
Monthly
TBD by COR and contractor
Dates to be made available by the contractor when dates are available. Pass/Travel instructions sent to COR at least 60 days prior to the event
Summit Dates to be posted on contractor website when dates become available. Pass/Travel instructions sent to COR at least 60 days prior to the event.
4.4
System Health Check and Reports
12
E-mail System check report on a Word document to the COR by COB on last workday of each month.
4.5
Help Desk and System Troubleshooting Report
12
E-mail all open and closed NSC work ticket report on a Word document to the COR by COB of last workday of each month.
4.6
Hardware Warranty Support Report
As needed
Contractor shall provide complete hardware resolution instructions within 15 business days of hardware warranty service support. E-mail COR by COB of last workday of each month of all such activity
4.7
On-site support
As needed
Service work statement provided immediately after service
4.8
Software update
As needed
Within 30 days of contractor release
Period of Performance: The period of performance shall be 1 year from date of award with 2 option periods.
Place of Performance: Contractor s locations, as well as the SimLEARN Center in Orlando, FL.
EXHIBIT A:
Software List
Item
Quantity
SIMULATIONiQ Enterprise Application
1
Digital Signage Software
5
IP Software Control
1
Equipment List
Item
Quantity
12TB RAID 6 Storage Array
1
32"-42" LCD Display Bracket - Wall
22
32"-42" LCD Flat Panel Display
22
50"-59" LCD Display Bracket - Wall
30
50"-59" LCD Flat Panel Display
30
5TB RAID 6 Storage Array
18
90" LCD Flat Panel Display
3
Amplifiers for Paging
13
Audio Distribution Amplifier
25
Aux AV Input Port
43
Aux DVI Input Port
207
Aux DVI Output
83
Biamp Audio
14
BIAMP AUDIO AVB Switch
1
Biamp Audio I/O Card- Biamp AVB-1
14
Biamp Audio I/O Card- Biamp SOC-4
96
Biamp Audio I/O Card- Biamp Tesira SEC-4
62
Biamp DAN-1
10
Biamp EX-LOGIC
2
Blackmagic Design VHUBUV-288CH
1
Blackmagic Design VHUBUV-288XP
1
Blackmagic Design VHUBUV-IF-SDI
33
Blackmagic Design VHUBUV-POWSUP800
1
Boom Mounted Mic
4
Boom Mounted Mic Plate
4
Button Ceiling Mic
75
Cable TV Box
11
Cable TV Box Rack Kit
6
Camera Power Supplies
3
Crestron DMB-4K-I-HD-DNT
5
Crestron DMB-4K-O-HD-DNT
31
Crestron DMC-4K-C-HDCP2
3
Crestron DMC-4K-C-HDO
2
Crestron DMC-4K-CO-HD-HDCP2
67
Crestron DM-PSU-3x8-RPS
11
Desktop Mic w/ 4 zone buttons
21
Desktop Mic Wall Plate
36
Desktop Microphone
2
Digital Media (32x32)
5
Digital Media (32x32)- I/O Cards
134
Digital Media (64x64)
4
Digital Media (64x64) Blade- I Cards
34
Digital Media (64x64) Blade- O Cards
23
Directional Speakers
24
HD Webcam for internet-based A/V calls & VTC
30
Headphone/Mic
11
Headphone/Mic Port
11
Headphones
20
Interactive 60" LCD Display Bracket - Wall
1
Interactive 60" Flat Panel LCD Display
21
Interactive 60" LCD Display Bracket - Wall
21
Interactive 80" Flat Panel LCD Display
10
Interactive 80" LCD Display Bracket - Wall
10
Interactive Display Overlay
13
Interactive Pen Display
13
IP PTZ Cameras
130
KVM Console with LCD System
4
Large Area Ceiling Mic
16
Large Ceiling Speakers
57
Local HDMI Input Port
14
Local HDMI Output Port
14
Master Room Media AV Management System
1
Microphone Port
6
Mini-Computer to drive LCD Flat Panel Display
59
Portable Flat Panel Stand
7
Projector (Ceiling Mounted)
11
Projector Mount
11
Quad Channel H.264 SD/HD Encoder
200
Rack Gear
3
Room Media AV Management System
1
Room Scheduler Display
12
Simulator Interface Extender
21
Small Ceiling Speakers
51
Smart-UPS 2200VA
14
System Controller- Crestron Pro3
2
System Controller I/O- Crestron C3COM-3
2
System Controller I/O- Crestron C3RY-16
2
Tablet + PC (Local AV Control)
28
Tablet PC Desk Dock
27
Tablet PC Wall Dock
5
Tablet Screen Sharing Package
27
Telephone Tap
27
Touchscreen Desktop Computer
3
TP 24" 4-View Touch Panel
26
TP 24" Graphics Engine
26
Video Distribution Amplifier 1 to 4
21
Video/Audio Router (128 x 128) Blade
3
Video/Audio Router (128 x 128) Blade- I Cards
34
Video/Audio Router (128 x 128) Blade- O Cards
23
VTC Suite Control Unit
14
Wall Mic
16
Wireless Earphone
68
Wireless Intercom (4x)
5
Wireless Intercom (8x)
6
Wireless Microphone
68
(END OF SOURCES SOUGHT NOTICE).