Combine Solicitation – S– VISN 9 VAMC IMPLANT TRACKING SOFTWARE ANNUAL LICENSE,MAINTENANCE,AND HOSTING FEE
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Notice Type: Combine Solicitation
Posted Date:
Office Address:
Subject: S-- VISN 9 VAMC IMPLANT TRACKING SOFTWARE ANNUAL LICENSE,MAINTENANCE,AND HOSTING FEE
Classification Code: S - Utilities and housekeeping services
Solicitation Number: VA24914Q0081
Contact:
Setaside: Total Small BusinessTotal Small Business
Place of Performance (address): VISN 9 VAMCs, See schedule and SOW for;additional information.
Place of Performance (zipcode): 40206
Place of Performance Country:
Description:
Lexington VAMC
Table of Contents
SECTION A 1
A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1
SECTION B - CONTINUATION OF SF 1449 BLOCKS 3
B.1 CONTRACT ADMINISTRATION DATA 3
B.2 Price/Cost Schedule 4
Item Information 4
B.3 Delivery Schedule 7
B.4 Statement of Work 9
SECTION C - CONTRACT CLAUSES 14
C.1 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (
C.2 52.217-8 OPTION TO EXTEND SERVICES (
C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (
C.4 VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (
C.5 52.252-2 CLAUSES INCORPORATED BY REFERENCE (
SECTION E - SOLICITATION PROVISIONS 16
E.1 52.212-2 EVALUATION-COMMERCIAL ITEMS (
SECTION B - CONTINUATION OF SF 1449 BLOCKS
B.1 CONTRACT ADMINISTRATION DATA
(continuation from Standard Form 1449, block 18A.)
1.
a. CONTRACTOR:
b. GOVERNMENT: Contracting Officer 00603 DUSTIN EPPERSON
Network Contract Office 9
NCO 9 (90C)
2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:
[X] 52.232-34, Payment by Electronic Funds Transfer -Other than Central Contractor Registration, or
[] 52.232-36, Payment by Third Party
3. INVOICES: Invoices shall be submitted in arrears:
a. Quarterly []
b. Semi-Annually []
c. Other [X] MONTHLY IN ARREARS
4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.
FSC
PO Box 149971
ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:
AMENDMENT NO DATE
B.2 Price/Cost Schedule
Item Information
ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
0001 Contract Period: Base
POP Begin:
POP End:
ANNUAL LICENSE, MAINTENANCE, AND HOSTING FEE
0002 Contract Period: Base
POP Begin:
POP End:
IMPLEMENTATION AND DATA IMPORT PER FACILITY (REQUIRED)
0003 Contract Period: Base
POP Begin:
POP End:
TRAINING FEES, IAW STATEMENT OF WORK
0004 Contract Period: Base
POP Begin:
POP End:
AUTOMATED RECALL ALERTS (FOR IMPLANTS) FOR ALL 7 FACILITIES VISN 9
1001 Contract Period: Option 1
POP Begin:
POP End:
ANNUAL LICENSE, MAINTENANCE, AND HOSTING FEE
1004 Contract Period: Option 1
POP Begin:
POP End:
AUTOMATED RECALL ALERTS (FOR IMPLANTS) FOR ALL 7 FACILITIES VISN 9
2001 Contract Period: Option 2
POP Begin:
POP End:
ANNUAL LICENSE, MAINTENANCE, AND HOSTING FEE
2004 Contract Period: Option 2
POP Begin:
POP End:
AUTOMATED RECALL ALERTS (FOR IMPLANTS) FOR ALL 7 FACILITIES VISN 9
3001 Contract Period: Option 3
POP Begin:
POP End:
ANNUAL LICENSE, MAINTENANCE, AND HOSTING FEE
3004 Contract Period: Option 3
POP Begin:
POP End:
AUTOMATED RECALL ALERTS (FOR IMPLANTS) FOR ALL 7 FACILITIES VISN 9
4001 Contract Period: Option 4
POP Begin:
POP End:
ANNUAL LICENSE, MAINTENANCE, AND HOSTING FEE
4004 Contract Period: Option 4
POP Begin:
POP End:
AUTOMATED RECALL ALERTS (FOR IMPLANTS) FOR ALL 7 FACILITIES VISN 9
GRAND TOTAL __________________
B.3 Delivery Schedule
ITEM NUMBER QUANTITY DELIVERY DATE
0001 SHIP TO: VISN 9 VAMCs
800 ZORN AVENUE
MARK FOR:
502-287-5003
0002 SHIP TO: SAME AS ABOVE
1.00
0003 SHIP TO: SAME AS ABOVE
1.00
0004 SHIP TO: SAME AS ABOVE
1.00
1001 SHIP TO: VISN 9 VAMCs
800 ZORN AVENUE
MARK FOR:
502-287-5003
1004 SHIP TO: SAME AS ABOVE
1.00
2001 SHIP TO: VISN 9 VAMCs
800 ZORN AVENUE
MARK FOR:
502-287-5003
2004 SHIP TO: SAME AS ABOVE
1.00
3001 SHIP TO: VISN 9 VAMCs
800 ZORN AVENUE
MARK FOR:
502-287-5003
3004 SHIP TO: SAME AS ABOVE
1.00
4001 SHIP TO: VISN 9 VAMCs
800 ZORN AVENUE
MARK FOR:
502-287-5003
4004 SHIP TO: SAME AS ABOVE
1.00
B.4 Statement of Work
1. Contracting Officer's Representative (COR Sandra McFarland, Chief SPS
2. Contract Title.
3. Background. Due to
See bullets below:
o Must offer each area of the hospital its own "instance" or view. Depending on the area the personnel is assigned to, that person will automatically have only the items assigned and stored in that area available to view, log out, and track. The person will automatically have only the items assigned and stored in that area available to view, log out, and track.
o Must have 1D AND 2D custom bar code label capabilities - 2D bar code promotes easy scanning of implant detail data into other systems when interfaces are not available due to IT budget/workload.
o This barcode system is inherent in the software and is part of the program. No separate barcoding system is needed. Each item tracked receives a unique identifier the moment it is logged into the system.
o This barcode system must be inherent in the software and is part of the program. No separate barcoding system is wanted. Each item tracked must receive a unique identifier the moment it is logged into the system.
o Must have the ability to seamlessly integrate a "Federated Security" or "Active Directory" integration technology that automatically passes username and password authentication through to their system allowing VA Employees to have the same username/password that they have for their VA PC logins and they would not need to manage two usernames/passwords with software. All the IT Security would happen behind the scenes with VA IT managing all of the change rules etc. as is done currently.
o Vendor must have made the investment to house all of their Software Applications and their Customer Data in a secure commercially available
o Must offer VA the highest level of encryption technology available in data transmission and application security.
The general scale of work is for: VISN 9 facilities 1st year License Fee, Implementation and Data Import, Training Fees.
5. Specific Tasks.
FEE DETAIL - needs to include:
Annual License, Maintenance, and Hosting Fee
Includes application hosting, license fee, software updates and email/phone support. Annual license, maintenance, and hosting prices are fixed for the first three years of contract and are then subject to change.
Implementation and Data Import
Once the Contract is signed a member of the Implant Tracking Software Team, Training and Implementation Team (T&I) must be assigned. This individual will guide our organization through all the steps needed to Go-Live at your facility. Company to provide several documents that will assist in the Implementation process: A Project Management/Pre-Implementation document, The Import Specification Document and The Sample Import Layout Document. These tools will assist in assessing existing internal processes, stimulate thought process for where vendor can provide value, and help guide what information will be needed prior to Go Live.
Goals for milestones during Implementation and Training:
Provide Kick-off Call: (30 minutes) this will be the first contact between our Hospital and the
Implementation and Data Import Call: (1 hour) this will need to be a Webinar session that will cover what hospital specific data elements will need to be collected and provided to the vendor in order to create your hospital site. Data elements include: item types, storage locations, source facilities (vendors), surgeons, procedures and users.
Data Import: creation of your organizations site and the import of initial data.
Training
Onsite training must be provided and will include:
6 hour initial Super-User/System Administrator training session (Train-the-Trainer approach) in a computer lab environment.
IT verification prior to go-live. This includes ensuring hospital access to the software site and help with any final hardware (scanner/printer) setup/support.
End-user training as specified/requested by the customer.
Software screen customizations: includes setup of several individual screens per organization specifications and internal workflow.
Assisting the hospital staff/team with on-hand inventory upload.
Super-User curriculum content:
Overview/Getting Started in tracking software; Screen and Menu; Dashboard; Log Activity Screen; Receiving Items; Generating Barcode Labels; Inventory-related activities - Transfer, Quarantine, Ship Out, and Missing; OR-related activities - Issue, Validate, and Implant; Surgery Follow-up Letters; Explants, Storage Locations; Temperature entry; Reports; Surgeons; Storage Locations; Source Facilities; Item Types; Inventory Reconciliation; Risk/Recall activities - Adverse Event, Adverse Event Notification; Letters; Users; Organization settings.
End-User curriculum content:
Modules Available: RN/Circulator, Shipping and Receiving, Risk and Compliance, Finance and Reporting, Tissue Coordinator/EMI, and Data Entry specialist for post-surgical entry.
These varying length sessions will be focused training based on the tasks needed to perform their roles.
Additional post go-live training options to be provided upon request of the facility and fees agreed upon at the time of request:
Additional onsite training sessions.
Web-based training (2 hour increment/session)
One year "check-up" consulting/training session.
Optional System Integration Services
Software must function well as a stand-alone system. Data Integration with OR/Supply Chain systems is available for specific information on a time and material basis.
Optional Consulting Services
Vendor must offer consulting services to their software customers. This service is conducted on-site with your staff and uses an effective Production System to evaluate our entire implant handling process. Vendor must use established process improvement methodologies and tools, i.e. process mapping, SWOT analysis, What/Who matrix, 7 Types of Waste Assessment, and Fishbone diagram and others.
Support
Support must be available via phone and email support as detailed in the contract.
5.1 Task 1 - Enterprise Management Controls: needs to,
5.1.1 Subtask 1 - Integration Management Control Planning.
Implementation and data import of the software contract with an assigned member of the vendor's Training and Implementation Team.
5.1.2 Subtask 2 - Contract Management.
The vendor's Training and Implementation Team will guide and oversee our local implementation team in organization, through all steps needed to go live within each facility.
Deliverables: n/a
6. Performance Monitoring
7. Security Requirements
This product, and its contractors, will have no access to patient records, VA sensitive information, or computer systems. Additionally, contractor will not have unsupervised access to VA grounds.
8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).
No government-furnished equipment or government furnished information will be included in this contract.
9. Other Pertinent Information or Special Considerations.
Important to note:
Inspection and Acceptance Criteria.
The COR,
10. Risk Control
There are no safety, patient, or infection control issues noted with this implementation.
11. Place of Performance.
Implementation will include date import, which will be performed by VA staff at each facility before being sent electronically to vendor's implant software solutions; this portion will be conducted at the vendor facility. After initial setup, vendor will travel to each VA facility to conduct on-site training and final implementation of the hardware/software.
12. Period of Performance.
This contract will begin upon issue of purchase order to the implant software vendor. Upon receipt of purchase order, they will begin working via electronic means (telephone, email, etc.) with each facility. This will begin with a 'kickoff call,' to help identify involved facility staff and set the stage for moving forward. Data collection and import will be conducted by VA staff in collaboration with the vendor. Upon issue of purchase order, final rollout and 'go live' date for each facility will be roughly 16 weeks, beginning with the pilot site (Louisville VAMC) and continuing to each facility in VISN 9. Multiple 'milestone' dates will be communicated to and agreed upon by the COR and the vendor for each facility rollout. Timeline is dependent upon each facility independently meeting these 'milestone' dates. Implementation time for each facility is not to exceed six months.
13. Delivery Schedule. There are no deliverables associated with this contract; therefore no delivery schedule is applicable.
SECTION C - CONTRACT CLAUSES
C.1 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (
Funds are not presently available for performance under this contract beyond 05/31/2015. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond 05/31/2015, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer.
(End of Clause)
C.2 52.217-8 OPTION TO EXTEND SERVICES (
The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.
(End of Clause)
C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (
(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.
(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.
(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 66 Months.
(End of Clause)
C.4 VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (
The contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the
(End of Clause)
C.5 52.252-2 CLAUSES INCORPORATED BY REFERENCE (
This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):
http://www.acquisition.gov/far/index.html
http://www.va.gov/oal/library/vaar/
(End of Clause)
FAR Number Title Date
852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS
52.204-10 REPORTING EXECUTIVE COMPENSATION AND FIRST-TIER SUBCONTRACT AWARDS
SECTION E - SOLICITATION PROVISIONS
FAR Number Title Date
52.212-1 INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS
E.1 52.212-2 EVALUATION-COMMERCIAL ITEMS (
(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:
i. Price
ii. Technical Acceptability
iii. Past Performance
Technical and past performance, when combined, are significatntly less than price.
(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).
(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
(End of Provision)
FAR Number Title Date
52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS-COMMERCIAL ITEMS
Link/URL: https://www.fbo.gov/spg/VA/LeVAMC596/LeVAMC596/VA24914Q0081/listing.html
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