THIS REQUEST FOR INFORMATION (RFI) SOURCES SOUGHT IS ISSUED SOLELY FOR MARKET RESEARCH AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION 1. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research only to make appropriate acquisition decisions and to gain knowledge of Small Businesses , including Service-Disabled Veteran-Owned Small Businesses and Veteran-Owned Small Businesses (SDVOSB/VOSB), who are interested in submitting proposals for this procurement and who are capable of performing the work required for this procurement. 2. The NAICS for this requirement is 541519 Other Computer Related Services 3. The Contractor shall provide Red River Annual Software Subscription (brand name or equal to) for the PVAHCS (see attached DRAFT SOW). The required products shall be provided by the contractor along with all resources necessary to accomplish the deliverables described in the attached Draft Statement of Work (SOW). 4. Interested and capable Contractors are encouraged to respond to this notice not later than Wednesday, Dec 11st 2024, at 11:00 AM PDT, by providing the following information via email only to Jose.Espinoza3@va.gov. (a) Company name (b) Address (c) Point of contact (d) Phone, fax, and email of primary point of contact (e) Contractor s Unique Entity ID (SAM) number (f) Type of small business, if applicable, (e.g. Service-Disabled Veteran-Owned Small Business (SDVOSB), Veteran-Owned Small Business (VOSB), 8(a), HUB-Zone, Woman Owned Small Business, Small Disadvantaged Business, or Small Business). (g) Statement indicating whether your company is considered small under the size standard for the NAICS code identified under this RFI. (h) Statement indicating the product name of the Red River Annual Software Subscription (brand name or equal to) for the PLAVAHCS product referenced above that you intend to provide for this procurement. (i) Statement indicating whether you are the manufacturer of the Red River Annual Software Subscription (brand name or equal to) for the PLAVAHCS that you intend to provide for this procurement. If you intend to provide products manufactured by a company other than your own, state the name of the company whose Red River Annual Software Subscription (brand name or equal to) for the PAVAHCS product you intend to provide, the country of origin, and whether the company that manufactures that product is a small business under the size standard for the NAICS code identified under this RFI. (j) Statement indicating if you have a current contract to provide the Red River Annual Software Subscription (brand name or equal to) for the PVAHCS product that you intend to provide for this procurement, along with the installation, configuration, validation, support, and maintenance services required by this procurement, under either the General Services Administration (GSA) Federal Supply Schedule (FSS) or with the VA National Acquisition Center (NAC), National Aeronautics and Space Administration (NASA) Solutions for Enterprise-Wide Procurement (SEWP), or any other federal contract. If yes, provide the contract type and contract number, as well as the identity of the federal agency with whom you hold that contract. (k) Statement indicating if your product that you intent to provide for this procurement was assessed by VA Technical Reference Model Management Group and currently approved for use in the VA. (l) Statement indicating how many calendar days you estimate it would take you to implement, configure, and validate the Red River Annual Software Subscription (brand name or equal to) for the PAVAHCS that you intend to provide for this procurement in a medical center similar to the VA Medical Center. (m) General pricing for your products/solutions for market research purposes. (n) A capability statement that provides detailed information for one or more reference contracts that demonstrate your experience providing requested products that meets the requirements described in the attached Draft Salient Characteristics and demonstrates your experience providing the installation, configuration, validation, support, and maintenance services required by this procurement. GENERAL STATEMENTS OF CAPABILITY ARE NOT ACCEPTABLE. Respondents must provide the following information for each reference contract the respondent identifies as evidence of the respondent s capability to perform the work required by this procurement. Respondents must provide the following information for each reference contract: (1) the legal name of entity with whom the respondent held the contract; (2) the contract number; (3) a description providing details of the specific tasks the respondent performed under that contract; (4) the dates during which the respondent performed the contract; (5) the name, phone number, and email address of a person at the entity with whom the respondent held the contract who can verify the information the respondent provides regarding this reference contract. If a respondent offers to demonstrate experience through the proposed use of subcontractors, the respondent must provide all of the information required above for one or more reference contracts performed by each subcontractor the respondent intends to use. NOTE: The information requested above is required for the Government to evaluate whether there are sufficient small business concerns of a particular type who are capable of performing the work required by this procurement to determine if this procurement should be set aside for a given type of small business concern. FAILURE TO SUBMIT ALL OF THE INFORMATION REQUESTED ABOVE TO SUPPORT A RESPONDENT S CLAIMED EXPERIENCE MAY BE VIEWED BY THE GOVERNMENT AS EVIDENCE THAT THE RESPONDENT LACKS THE ABILITY TO PROVIDE THE PRODUCTS REQUESTED IN THIS PROCUREMENT. THIS, IN TURN, MAY AFFECT THE GOVERNMENT S DETERMINATION ABOUT WHETHER THE REQUIREMENTS FOR A SET-ASIDE PROCUREMENT HAVE BEEN MET. 5. All Offerors who provide goods or services to the United States Government must be registered in the System for Award Management (SAM) database found at https://www.sam.gov. Registration must include Representations and Certifications. 6. Small Business respondents. (a) If respondent is VOSB or SDVOSB, respondent is encouraged to provide proof of www.vetbiz.gov certification. In addition, SDVOSB/VOSB Contractors are asked to acknowledge that they understand the limitations on sub-contracting pursuant to FAR 52.219-14, Limitations on Sub-Contracting, which will be included in the impending solicitation. Further SDVOSB/VOSB contractors are asked to respond that they are capable of providing the requested services keeping within the parameters of this clause. (b) Small businesses, including SDVOSB/VOSBS are also advised that per 13 CFR, § 125.6 the prime contractor's limitations on subcontracting are as follows: (1) General. In order to be awarded a full or partial small business set-aside contract with a value greater than $150,000, an 8(a) contract, an SDVO SBC contract, a HUBZone contract, a WOSB or EDWOSB contract pursuant to part 127 of this chapter, a small business concern must agree that: (2) In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not similarly situated. Any work that a similarly situated subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. (c) Please note that if VA s pending market research establishes that two or more verified VOSB or SDVOSB can provide the services required, VA will set aside the underlying solicitation per 38 U.S.C. §8127. --End of Sources Sought Announcement-- DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. 1.0 Background The purpose of this Statement of Work is to provide an annual software subscription for the Conference Room Scheduler program. It is used to schedule training room/conference room space for users. The training rooms/conference rooms are primarily held at the VA Healthcare System at 650 E. Indian School Road. The scheduling of training rooms/conference rooms will be provided with the goal to enhance arranging and scheduling Phoenix VA s training rooms/conference rooms/meeting rooms with employees and Veterans to improve the learning and training capability while improving customer s interaction and customer service to our employees and Veterans. Resource Scheduler is a web-based single source system used to reserve training rooms, conference rooms and AV equipment. It is a room scheduling system that is effective and efficient. By the purchase and use of this product the Education Service will be able to manage and administer the scheduling of important trainings and meetings for its employees and Veterans while improving the interaction, conversation and outcome of employees. This can improve the communication with Veterans and can reduce its organizational complaints. Scope of Work The scope of work for ASURESOFTWARE (Resource Scheduler) program includes all planning, arranging, modifying, implementing and scheduling training/conference meetings to all Phoenix VA employees and its Veterans Organizations and Veterans. The vendor will be responsible for the proper design and content of the web based software and that it meets the needs of the VA. This will require the approval of VA management. Period of Performance The period of performance for this project will cover at least 12 months, 365 days beginning FY25 (November 15, 2024 November 14, 2025) with possible one (1) option year. The web based software program beginning time will be determined by VA Education Service after completion of and contract requirements. The period of performance will begin within seven (7) days after receipt of the Purchase Order Place of Performance This web based software program will be managed by the Education Service and qualified program administrators at the work site of the VA Phoenix Healthcare System, 650 E. Indian School Road, Phoenix, AZ 85012. Work Requirements As part of the ASURESOFTWARE (Resource Scheduler) program, the Education Service and qualified program administrators will be responsible for utilizing the web based program and arranging and scheduling the training/conference rooms for VA employees and Veteran organizations while ensuring training and meetings are held and conducted consistently with the needs of the VA Health Care System at Phoenix. Schedule/Milestone This service contract will be in effect for Fiscal Year 2025, and the below list consists of the initial schedule/milestone for the ASURESOFTWARE performance period. RFP/SOW Nov 15, 2024 Period of Performance Begins o/a Nov 15, 2024 Period of Completion o/a Nov 14, 2025 Project Completion Review o/a Nov 14, 2025 Acceptance Criteria For the ASURESOFTWARE (Resource Scheduler) program the acceptance of all deliverables will reside with Education Service Approving Authority (ACOS) or designee. Education Service will ensure the completeness of each stage of the process from ordering the web based program to the completion of conducting and completing the scheduling and arranging of training utilizing the web base Resource Scheduler program and the Project Completion review of the program. Once all project tasks have been completed and the contract deliverables are met. This project will enter the handoff/closure stage. The acceptance of this stage by education service will acknowledge all deliverables and that all tasks are accomplished. Any discrepancies involving completion of utilizing the ASURESOFTWARE (Resource Scheduler) program will be referred to contracting offices for review and discussion. This service contract will be in effect for Fiscal Year 2025, with possible one (1) option year utilizing the following process or similar procedures: The period of performance will begin within seven (7) days after receipt of the Purchase Order. Charges: Orders against this service contract will be issued in accordance with the pricing shown in the Schedule of Prices, and the terms, conditions and provisions of this agreement. It is anticipated that individual orders will be placed periodically, on an as-needed basis, for specific offerings to be presented. Charges incurred under the purchase order will be invoiced to and paid by the facility placing the order. An estimated, not-to-exceed cost, or provide services other than those itemized on the purchase order, unless prior authorization from the Contracting Officer issuing the order is obtained. It is expected that the Contractor shall commence service within seven (7) days after receipt of purchase order, unless extraordinary circumstances exist. Billing: Billing shall be made at least yearly. The final report/deliverables mentioned above shall accompany the contactor s invoice. The invoice or attachment to the invoice must show details as to the charges being billed. i.e. date of the offering, name of the offering, set up charge, number of evaluations and any other charges. Payment will not be authorized without appropriate detail of charges and/or without final report/deliverables. Any charges or expenses beyond those identified on the purchase order, or total charges above the not-to-exceed cost indicated on the purchase order, will be disallowed unless prior authorization was provided by the VA Contracting Officer placing the order. Deliverables: All deliverables, including reports, original evaluations, as well as invoice(s) for services performed, shall be submitted directly to the below names, person or their designee. Deliverables may be hand-carried to the appropriate individual, or mailed to the address provided below or on the purchase order. All data produced in connection with the service under this purchase order remains the property of the Government. Service Contract Act: It is expressly agreed and understood that this is a non-personal services contract as defined by the Service Contact Act, 29 CFR 4.130, under with the professional services rendered by the contractor are rendered in its capacity as an independent contractor. The Government retains no control over the professional aspects of the services rendered. The contractor shall be solely liable for and expressly agrees to indemnify the Government with respect to any liability producing acts by it or its employees or agents. The contractor shall maintain adequate liability insurance during the term of this contract issued by a responsible insurance carrier. Handbook 6500.6 Appendix A Requirement: 6500.6/Appendix A/Item 6 The Certification and Accreditation requirements do not apply and a Security Accreditation Package is not required. 6500.6/Appendix A/Item 7 The device/service will not be storing/collecting any data released outside the VA.  There is no sensitive information to protect outside of the VAMC.  2.0 Authority to Operate The Contractor shall coordinate with applicable VA stakeholders for an Authority to Operate (ATO) to interface the hosted environments to the VA Network. The Contractor shall provide all Assessment and Authorization (A&A) support and documentation required to achieve and maintain full A&A certification using the process specified in the FedRAMP Program Requirements. The Contractor shall comply with FedRAMP requirements as mandated by Federal laws and policies, including making available any documentation, physical access, and logical access needed to support this requirement. This includes, in part, full documentation of all applicable security controls in FedRAMP templates and a third party assessor organization (3PAO) assessment on all security controls and documentation. The Contractor shall be responsible for generating the A&A ATO IAW FedRAMP SSP at the applicable baseline. Templates are available here: The Contractor shall: Be fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, Federal Information Security Management Act (FISMA), National Institute of Standards and Technology (NIST), Federal Information Processing Standards (FIPS), FedRAMP, and VA security and privacy directives and handbooks. This includes conducting compliant risk assessments, routine vulnerability scanning, continuous monitoring, system patching and change management procedures, and the completion of an acceptable contingency plan for each system. The contractor s security control procedures must be equivalent to those procedures used to secure VA systems. Ensure adequate security controls for collecting, processing, transmitting, and storage and removal of Personally Identifiable Information (PII) and Personal Health Information (PHI), as determined by the VA Privacy Service, must be in place, tested, and approved by VA prior to hosting, operation, maintenance, or use of the information system, or systems by or on behalf of VA. Ensure these security controls are to be assessed and stated within the Privacy Impact Assessment (PIA) and if these controls are determined not to be in place, or inadequate, a Plan of Action and Milestones (POA&M) shall be submitted and approved prior to the collection of PII and PHI. Deliverables: FedRAMP ATO Package Plan of Action and Milestones 3.0 Point of Contact and location of services delivered: Diondra McCaa Education Service Phoenix VA Health Care System 650 E. Indian School Road Phoenix, AZ 85012-1892 Email: diondra.mccaa@va.gov
