Active

Contract Opportunity

Notice of Sources Sought

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 (SDVOSB), Veteran Owned Small Businesses (VOSB), and Small Businesses interested and capable of providing the services requested, as well as any large businesses. The results from this source sought notice will be used to determine the appropriate set-aside.

The intended contract is a firm-fixed price service contract.

The SBA Non-Manufacturer Rule is not applicable as the intended contract is for services.

The Department of Veterans Affairs, NCO20 is looking for potential vendor sources that can provide below requirement in accordance with the Statement of Work.

Internal Communications System Multi-Media Medical Library for Anchorage VA Medical Center
Statement of Work:
REQUIREMENTS SPECIFIC TASKS:

GENERAL: The specific tasks specified in this section are requirements that the contractor shall comply with in accordance with the terms and conditions of the contract. The contractor shall provide a leased digital signage and interactive screen system which includes all required equipment hardware and software with unlimited government access to an online multi-media medical library and other VA required content that is customizable. This digital signage and interactive screen capability shall be commercial off-the-shelf technology. The system will include unlimited access to a comprehensive communications hub which will deliver custom content broadly or to a specific targeted screen. It also includes exam room screens and content that targets specific patient education needs with comprehensive content that can be sent directly to the patient and/or reviewed in the exam room with the provider. The system shall be wireless and does not require facility server access and therefore no involvement by VHA OI&T. All hardware, software and equipment shall be leased; therefore, the vendor is responsible for all required upkeep in compliance with the performance requirements summary (PRS) in the PWS below. The contractor shall maintain an extensive content library of VA-related messages already created and an extensive patient health multi-media medical library that shall include content sharing and custom content creation. The contractor shall ensure that all monitors are capable of operating independently of each other on a case-by-case basis for each individual screen location.
Furthermore, the contractor shall repurpose best practices from other facilities in coordination with the government-requiring activity to provide continual improvement of the multi-media medical library and other content. Please note that the system shall have the capability to be expandable if needed to provide for additional capability which shall only be authorized by a warranted government contracting officer. The contractor may utilize the current power infrastructure from the existing system in coordination with the government requiring activity to provide power to the equipment for this requirement.

SPECIFIC TASK 1 (EQUIPMENT): The contractor shall provide and install the following equipment in patient-facing, staff-facing and exam rooms throughout the Alaska VA Healthcare System and CBOCs as required by the government technical representative authorized by the government contracting officer in writing which shall be able operate on a turn-key basis summarized as follows:

Quantity
Product Description
22
Patient facing digital screens/signage solution for high traffic areas
0
Staff facing digital interactive screen solution

0
Digital interactive screens for exam rooms to include wall mounting hardware
22
Cellular Connectivity Devices

The digital screens and associated wireless LAN equipment shall be priced individually to allow for a limited in-scope expansion of capability in the future. All changes to the scope of this contract to include any additional quantities of screens and/or capabilities shall be executed via bilaterally signed modification which shall be signed by a warranted government contracting officer in compliance with Federal law as prescribed in the Federal Acquisition Regulation (FAR).
SPECIFIC TASK 2 (DIGITAL SIGNAGE PROGRAM CAPABILITY)
(PATIENT-FACING AREA SCREEN CAPABILITY) The Patient-Facing Digital Screen Program will deliver educational information to patients within the various waiting room environments (Primary Care, Specialty Care, Mental Health, Pharmacy, 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.
(STAFF-FACING SCREEN CAPABILITY) The Staff-facing Digital Signage Program should allow for enhanced employee engagement allowing VA 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:
The Digital Signage System must include electronic digital signs with a single-face screen size of 43 to 65 inches with a screen resolution of at least 1920 x 1080 pixels.
The Digital Signage System must be able to feature the VA's brand name and color schemes.
The Digital Signage System must be able to inform Veteran patients, their families and caregiver, and visitors of key hospital locations and policies.
The Digital Signage System must be able to promote service lines and market upcoming events.
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.
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.
The Digital Signage System must contain embedded software that offers pre- loaded fonts, animations, videos, and range of creative tools that develop custom graphics.
The Digital Signage System must have the ability to upload video clips, stories, and other screen-ready content.
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.

Editorial content library.

Unlimited customization service, including assess to content library and creative team for personalized messaging.

The Vendor must provide a representative who will be able to update the screens with the content the VA provides within 24 business hours. In addition, the Vendor must provide the VA with the ability to manage and upload content anytime.
The Vendor will provide customer support Monday Friday 8:00 AM and 4:00 PM (Alaska Time) for general assistance and questions and will be responsible for troubleshooting and remote repair any issues with the system within 72 business hours.
The Vendor will provide onsite service to repair or replace equipment and will coordinate the visit in advance with the station.
The Vendor will need to have a connection to the screens and be responsible to notify the station if a screen is malfunctioning.
The Vendor shall professionally install each screen.
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 VA network systems.
The Vendor must provide quarterly training to operate electronic digital sign messaging and graphics features.
The Vendor must provide unlimited access to an online library of patient/staff healthcare communication materials to be employed by the digital signage.
The Vendor will provide training 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.
The Vendor will provide a warranty for all products as is industry standard for the scope and duration of this contract.

SPECIFIC TASK 3 (INTERACTIVE SCREEN CAPABILITY) The contractor shall provide interactive exam room touchscreen monitors that offer education to patients by healthcare providers through multimedia functions that includes built in 3D interactive anatomical library that can be drawn on or written on to highlight certain areas of the anatomy. For this requirement, the term multi-media refers to communication that combine different content forms such as audio, images animations and video. The built in 3D models in the anatomy library shall be provided within the interactive touchscreen of the online patient health care library. This same online patient health care content, which shall be accessible with interactive touchscreen, shall contain medical articles for managing health issues that can be emailed to Veterans or their family members email address. This shall all be able to be accomplished within the exam room that the Veteran is located in. The contractor shall ensure that all interactive screens are wireless and shall include all hardware and software necessary to operate independently from each other. The screen monitors in the exam rooms will be wall mounted at approximately eye level for touch screen access.

The product specifications for the digital interactive screens are summarized as follows:
Commercial-Off-The-Shelf
Wireless cellular LAN devices shall have strong enough signal to communicate with hardware components in waiting, staff, and exam rooms.
Each digital screen shall be capable of operating independently from one another.
System shall be leased and the contractor responsible for providing uninterrupted service as specified herein.
System shall be able to display a 3D interactive anatomical model
System/monitor that can be drawn on or written on to highlight certain areas of the anatomy
System shall be capable of displaying medical articles and text or email those articles to patient or caregiver.
System shall be capable of displaying medical videos and text or email those video links to patient or caregiver.
System shall be capable of assigning QR codes to medical articles and videos for the patient to scan and access.
System hardware shall be compatible and able to interface with the pairing software licenses provided within this requirement.
System shall be able to operate its display in two modes: Passive and Active
Passive mode shall feature customizable VA messaging while patients wait in the exam room without touching the device.
The contractor shall maintain each individual digital screen and the overall system as required by the government PM within the scope of this PWS at no additional cost to the government.
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.
SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES
The Vendor will coordinate delivery and installation of items with the VA s identified POC.
Installation hours are to be accomplished between 8:00 a.m. and 4:00 p.m., Alaska Time, Monday through Friday.
Installation costs (including any necessary power outlet moves/installation and de-installs of current screens) must be included in the Vendor's quote in its entirety.
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).
A Quality Assurance walk-through shall be performed by the VA 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.
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 VA Facility POC.
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.
The VA will supply restroom facilities for the contract crew.
The VA will be responsible for providing trash and recycling receptacles.

Required Information in Your Response to Sources Sought:
In order to be considered a valid source that can impact the set-aside determination of a possible future solicitation, potential contractors shall provide, at a minimum, the following information to peter.park2@va.gov by below response deadline:

1) Company name, address, and point of contact, phone number, e-mail address, and UEI.

2) Please identify your company s size in comparison to the anticipated North American Industry Classification System (NAICS) code 519210 Libraries and Archives. To be considered a small business your company must have less than 21 million dollars in average annual receipts. This notice is to determine the marketplace for this specific requirement. Please check one of the following:

[ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB)
[ ] yes [ ] no Veteran Owned Small Business (VOSB)
[ ] yes [ ] no Small Business Manufacturers
[ ] yes [ ] no All other Small Business (SB)
[ ] yes [ ] no Other than Small Business

3) Any Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must provide a SBA certification and be registered with U.S. Small Business Administration Veteran Small Business Certification (VetCert) located at https://veterans.certify.sba.gov/.

4) Only authorized service representatives/providers of the manufacturer/OEM will be considered. Please provide a proof of authorized service provider letter from manufacturer.

5) Please provide a courtesy quote in response to this request to evaluate price reasonableness for any set-aside determination. (Base + 4 Option Years)

6) Capabilities Statement addressing the requirements in the Statement of Work to include:
How the proposed system satisfies the Statement of Work above.
Details of similar services/system currently being provided or previously provided at the required service levels as outlined in the Statement of Work.
The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought notice. 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.

Notice to Potential Offerors: All Offerors who provide goods or services to the United States Federal Government must be registered in the System Award Management (SAM located on the web at www.sam.gov). It is desirable that any Offeror to have completed their business Online Representations and Certifications Application in the System for Award Management (SAM).
Service Address:
Anchorage VA Medical Center
1201 N Muldoon Rd
Anchorage, AK 99504

Point of Contact:
Peter Park
Contracting Officer
peter.park2@va.gov

Response Deadline:
4/08/2024 by 3:00pm Pacific Time

Attachments/Links