This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-02, effective 12/22/2023. This solicitation is set-aside for 100% Service-Disabled Veteran-Owned Small Business (SDVOSB). This is a firm-fixed price, brand name requirement. The associated North American Industrial Classification System (NAICS) code for this procurement is 541519, with a small business size standard of 150 employees. The FSC/PSC is DA01. The award will be made to the quote most advantageous to the Government and best meets the requirement described in the statement of work. Price and Other Factors: See Attachment 2, FAR 52.212-2 Evaluation STATEMENT OF WORK BACKGROUND The West Los Angeles VA Medical Center has a need for the continuation of the Vocera Professional Services required for the migration of the existing Vocera Communications solution to Platform 6X. OBJECTIVES VA West Los Angeles Medical Center has a need for the Vocera Professional Services to deploy the migration of the existing Vocera Communications solution to Platform 6.X. Place of Performance: VA Greater Los Angeles Healthcare System (VAGLAHS) 11301 Wilshire Blvd. Los Angeles, CA 90073 ESTIMATED PERIOD OF PERFORMANCE December 1, 2024-September 30, 2025 SCOPE VA West Los Angeles has a need for the Vocera Premier Plus Support Services for Vocera Platform 6, which is a comprehensive and systematic delivery of wireless communication devices. The Vocera solution will be deployed for the following in a single phased approach: -Vocera Voice and Messaging Migration to version 6.X -Vocera Analytics SPECIFIC TASKS 6.1 The contractor shall install and configure the 6X version of Vocera for Voice, Messaging and Telephony services. 6.2 The contractor must validate that the system environment will support this release. The system must adhere to Vocera requirements specified in the Vocera Sizing Matrix and infrastructure guide. 6.3 The contractor must plan downtime and system migration activities with IT staff and the Vocera onsite Senior Systems Administrator. The contractor must work with IT and the Vocera onsite Senior Systems Administrator to ensure external access while maintaining internal security practices. The contractor shall synchronize the Messaging service with the Vocera Voice Service and Customer s Active Directory, prior to provisioning the Vocera Vina application. The contractor will conduct end to end testing of the Vocera solution, working with GLA s IT team and the Vocera onsite Senior Systems Administrator to troubleshoot issues which may arise during the end-to end testing. The contractor shall provide an Implementation Report documenting the initial configuration of the system at the completion of the installation. 6.7 Solution Validation Services 6.7.1 The contractor shall conduct testing with the Vocera onsite Senior Systems Administrator/IT team to demonstrate the Voice and/or Messaging configuration in a controlled, pre-go-live setting. The contractor s Customer s Project Team should participate to verify functionality as designed. 6.7.2 The contractor will debrief the Vocera onsite Senior Systems Administrator/IT team with the final analysis of the Solution Validation and discussions will focus on any issues/concerns, technical hurdles, validation of the system and next steps. The contractor shall ensure that the Vocera System Administrator Knowledge Transfer Services will provide a Course Completion certificate. The contractor will ensure that the Vocera Professional Services will provide an overview of the Vocera 6x Platform for the IT and Vocera Senior Systems Administrators. This education includes two (2) 4-hour classes over two (2) consecutive days. The classes will be held remotely for up to three (3) participants and delivered by Vocera Professional Services. Participants will review an overview of Vocera, including navigating the Web Console, using specific features such as Staff Assignment, managing users and devices, and understanding end-to-end communication workflow. The contractor will ensure that the Vocera Analytics Installation, Configuration, and Testing Services will provide an Implementation Report according to manufacturer s instructions. The contractor shall install and configure the most current Government Agency release of Vocera software on the Vocera Analytic Server. The contractor shall install and configure Vocera Analytics monitoring agents on the Vocera Analytics server for data collection. The Contractor shall verify connectivity and data collection for all configured data sources. The Contractor will configure a maximum of five (5) existing scheduled reports into the Vocera Analytics Server. The Vocera onsite Systems Administrator will configure additional scheduled reports. The contractor shall conduct end-to-end testing of the Vocera Analytics solution, including: Review of Vocera Analytics Server. Dashboard review of facilities, units, and users. The contractor will provide an Implementation Report documenting the initial configuration of the system at the completion of the installation. The contractor shall ensure their Clinical Informaticist will develop and deliver tailored training remotely for the Vocera Analytics end users. The contractor shall ensure one (1) Vocera Analytics class will be provided. The contractor shall ensure that Vocera Analytics User class size not to exceed twelve (12) seats. The contractor shall deliver training via Webinar. The contractor shall ensure the Vocera onsite Senior Systems Administrator will train all remaining staff. The contractor will work with the Vocera onsite Senior Systems Administrator and GLA staff to establish the training schedule. The GLA staff is responsible for ensuring full attendance to each training session scheduled. Vocera Analytics System Administrator Knowledge Transfer is hosted via Health Stream. The contractor will provide the Vocera onsite Senior Systems Administrator with information to access the computer-based training. DELIVERABLES Access to functioning programs is all that will be required and provide the report to the COR and Program Manager. PERFORMANCE MONITORING Program will be used by end users on a routine basis and continually monitored by the VAGLA Chief Nurse, Nursing Operations (Program Manager) and Contracting Officer Representative / Vocera Coordinator. SECURITY REQUIREMENTS This interconnection will occur over the internet by establishing a Virtual Private Network (VPN) between VAGLA and Vocera Service and Support which is encrypted by using Federal Information Processing Standard (FIPS)-140-2 validated modules operating in the method listed in the FIPS-140-2 validation. The connections at each end are located within controlled access facilities, guarded 24 hours a day. All access is controlled by authentication methods to validate the approved users. The certification and accreditation requirements do not apply. The Security Accreditation package is not required. Vocera Communication Software Application meets the requirements of VA Directive VA Directive 6500, Managing Information Security Risk: VA Information Security Program, and Handbook 6500, Risk Management Framework for VA Information Systems: Tier 3 VA Information Security Program. See attached 6550. OTHER PERTINENT INFORMATION None. 11. DUTY HOURS: 1 Duty hours will be 8am 4pm. Vendor must be available to work nights as follows: 4:00 PM through 8:00 AM. Back up support services will be provided during paid holidays in accordance with VAGLAHS operating Calendar and leave. 11.2 Paid Holidays in accordance with VAGLAHS operating calendar The Federal Government recognized US holidays are: New Year s Day January 01 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 If the holiday falls on Sunday, it is observed on Monday. ***PRICE/COST SCHEDULE*** Line Item Description QTY Unit of Measure Unit Price Total Price 0001 Software License, Vocera Platform 900-04165 1 EA 0002 Vocera Analytics License 900-01862 1 EA 0003 Vocera Platform, Premier Support, Instance 920-01965 1 EA 0004 Vocera Platform, Premier Support, Virtual Appliance 920-04137 2 EA 0005 Service, Workflow, Implementation and Training Services 240-01361 96 HR Total Cost **Please use the format above for pricing** The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required. The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (Dec 2022) ADDENDUM to FAR 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services applies to and is included with this acquisition. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services (Mar 2023) The following subparagraphs of FAR 52.212-5 are applicable: (b)(4), (9), (18)(i), (26)(i), (29), (30), (31), (33), (34)(i), (36)(i), (39)(i), (55), (59), (62), (c), (5). VAAR 852.203-70 Commercial Advertising (May 2018). VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2018). This is accomplished through the Tungsten Network located at: http://www.fsc.va.gov/einvoice.asp. This is mandatory and the sole method for submitting invoices. All quoters shall be submitted in accordance with FAR 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services . (SEP 2023) All quotes shall be sent to the Network Contracting Office (NCO) 22 Contract Specialist, Jennell Christofaro at Jennell.christofaro@va.gov. Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. Decision factors to be considered are Cost Schedule, Technical Capability, and Past Performance. This contract/purchase order estimated period of performance is: 12/01/2024 09/30/2025. The award will be made to the quote most advantageous to the Government and best meets the requirement described in the Statement of Work. Responses should contain your best terms, conditions. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoters shall list exception(s) and rationale for the exception(s), if any. There will be no inquiries addressed for this solicitation. Submission of your RFQ response offer shall be received not later than November 20, 2024, 1000 PST at jennell.christofaro@va.gov only. Subject line shall include RESPONSE TO RFQ 36C26225Q0143 for consideration. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact Contract Specialist Jennell Christofaro Jennell.christofaro@va.gov Attachment One: FAR 52.212-1 ADDENDUM Instructions to Offerors Attachment Two: FAR 52.212-2 Evaluation Attachment Three: Brand Name Justification Vocera Platform Upgrade (Redacted)
