DA01--Philips Software Evolution Services (SES) Sustainment for Philips Patient Bedside Monitoring

Page 5 of 14 THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of qualified sources to perform the potential requirement. This sources sought is part of Market Research only. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method. The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, is conducting market research to identify potential sources which can provide Philips software evolution support (SES) sustainment for Philips Patient Bedside Monitoring in accordance with the Statement of Work below Potential sources having the capabilities necessary to provide these services which meet all the requirements outlined in the attached statement of work are invited to respond to this Sources Sought Notice via e-mail to contact@example.gov no later than noted in the RFI. No telephone inquiries will be accepted. Responses should include the following information: Company name, address, and business size; point of contact name, phone number, and e-mail address; A capability statement addressing the requirements in the attached Statement of Work to include: References for similar products currently being provided or previously provided at the required service levels as outlined in the Statement of Work and Salient Characteristics. Documented OEM Authorized Distributor Letter for this service, including but not limited to, upgrades. Ability to meet requirements and Limitations in Subcontracting. Statement of ability to interface with existing equipment per the statement of work. NAICS Code 541519 is applicable to determine business size standard. Disclaimer and Important Notes: This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time. 852.215-70 Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors. SERVICE-DISABLED VETERAN-OWNED AND VETERAN-OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023) (DEVIATION) (a) In an effort to achieve socioeconomic small business goals, depending on the evaluation factors included in the solicitation, VA shall evaluate offerors based on their service-disabled Veteran-owned or Veteran-owned small business certification status and their proposed use of eligible certified service-disabled Veteran-owned small businesses (SDVOSBs) and certified Veteran-owned small businesses (VOSBs) as subcontractors. (b) Eligible and certified service-disabled Veteran-owned offerors will receive full credit, and offerors qualifying as Veteran-owned small businesses will receive partial credit for the certified Service-Disabled Veteran-Owned and Veteran-owned Small Business Status evaluation factor. To receive credit, an offeror must be listed at the time of submission of offers and at time of award, as a certified SDVOSB/VOSB in the SBA certification database on the SBA Veteran Small Business Certification Program portal at https://veterans.certify.sba.gov/ (see 13 CFR 128) and be otherwise eligible in accordance with SBA size standards for the acquisition and limitations on subcontracting requirements set forth in SBA regulations (see 13 CFR 121, 125 and 128). (c) Non-Veteran offerors proposing to use certified SDVOSBs or VOSBs as subcontractors will receive some consideration under this evaluation factor. Offerors must state in their proposals the names of the certified SDVOSBs and VOSBs with whom they intend to subcontract and provide a brief description of the proposed subcontracts and the approximate dollar values of the proposed subcontracts. In addition, the proposed subcontractors must be listed at the time of submission of offers and at time of award, as a certified SDVOSB/VOSB in the SBA certification database. (End of Clause) Page 14 of 14 STATEMENT OF WORK Contract Title. VISN 20 Philips SES (Software Evolution Services) Sustainment Background. The VA Northwest Health Network, Veterans Integrated Service Network (VISN) 20, is responsible for providing health care to Veterans in the states of Alaska, Washington, Oregon, most of the state of Idaho, and one county each in Montana and California. VISN 20 encompasses 135 counties which cover approximately 23% of the United States land mass; 17% of which are classified as health professional shortage areas. 67% of these same counties had a 2001 per capita income below $25,000. There are approximately 1.2 million Veterans living in the Pacific Northwest and Alaska, 18% of whom received VA services. Bedside patient monitors are used in intensive care, acute care (e.g., telemetry), operating rooms, post-anesthesia care units, outpatient procedure areas and other clinical areas where continuous patient vital sign monitoring is the standard of care. A variety of patient parameters are measured in a variety of configurations based on the patient acuity and the environment. Central station monitors are used to capture data from multiple patients, send this data on to the Electronic Health Record (EHR), and alarm where appropriate. These patient monitoring systems (e.g., bedside monitoring, central stations and supporting computer systems) are all software based. Recurring software and firmware support for physiologic monitors and associated systems is required to maintain the latest cybersecurity, intrusion, and malware protection features (e.g., remote and on-site patching services), provide up-to-date feature enhancements, and keep all systems at the latest, and same compatible version. If there are any problems with these complex real-time systems, they need to be fixed very quickly in order to minimize downtime on this critical patient care equipment. This support is also needed to troubleshoot complex system of system issues and other software and firmware related problems. This support also includes on-line and on-site training opportunities for new clinical staff so that they can become familiar with these products, and to help keep all clinical staff up to date on new clinical features. Applicable Documents. In performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following: 44 U.S.C. § 3541, Federal Information Security Management Act (FISMA) of 2002 FIPS Pub 201, Personal Identity Verification of Federal Employees and Contractors March 2006 5 U.S.C. § 552a, as amended, The Privacy Act of 1974 42 U.S.C. § 2000d Title VI of the Civil Rights Act of 1964 VA Directive 0710, Personnel Suitability and Security Program, September 10, 2004 VA Directive 6102, Internet/Intranet Services, July 15, 2008 36 C.F.R. Part 1194 Electronic and Information Technology Accessibility Standards, July 1, 2003 Office of Management & Budget (OMB) Circular A-130, Management of Federal Information Resources, November 28, 2000 32 C.F.R. Part 199, Civilian Health and Medical Program of the Uniformed Services (CHAMPUS) An Introductory Resource Guide for Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule, October 2008 Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998 Homeland Security Presidential Directive (12) (HSPD-12) VA Directive 6500, Information Security Program, August 4, 2006 VA Handbook 6500.6, Contract Security, March 12, 2010 Program Management Accountability System (PMAS) portal (reference PWS References Technical Library at https://www.voa.va.gov/) Scope. VA intends to procure and renew annual support for the Philips patient monitoring systems with the Philips SES (Software Evolution Services). These services are required at the following VISN 20 sites: Seattle, Spokane, Portland, Boise, and Roseburg. Support includes software and firmware updates, troubleshooting, problem resolution, remote training and other remote and on-site support services as listed in the requirements below. Requirements. Definitions Software Update. Provides minor enhancements or improvements to performance, maintainability, and serviceability of the software. Software Fix. Corrects an error or bug of the software. Sector. A location on a central station where a patient and the related patient equipment is assigned. Often used interchangeably with beds or patients. Equipment. Equipment is the same as Sector for Philips SES purposes. Node. A device or node refers to an IP addressable network node, which is a configured component of a Philips Patient Monitoring System/Solution. Contractor is to provide Tier 3 Phillips software Evolution Support (SES) for Patient Monitoring Systems including the following requirements for the sites listed in Table 2 and for the Period(s) of Participation (PoP) listed in Table 1: Telephone and Remote Support: Technical and Clinical Telephone and Remote Support coverage services shall be available twenty four (24) hours per day, seven (7) days per week, including Contractor recognized holidays. Remote Access and Diagnostics. Contractor may remotely access any VA system tied to the Equipment required to perform Services. On Site Software Resolution Response. Contractor s primary method for software services shall be telephone and remote services. When necessary, Contractor may provide on site software support services to resolve software issues that cannot be resolved through remote services. On site services shall be next business day (or sooner), Monday through Friday 8:00 AM to 5:00 PM local time, excluding Contractor recognized holidays. Contractor agrees to include all labor and travel necessary for the delivery of corrective services. Philips InCenter Access. Contractor shall provide VA access to Philps web based support tool for the VA Equipment. Online Education. VA shall be entitled to access those online courses covering core concepts of purchased Philips product/system through the Philips Learning Center. Online Portal. Contractor shall provide access to the Philips Customer Services Portal; an online portal for Customers to self manage their system requirements and request either service or support. https://www.usa.Philips.com/healthcare/services/maintenance services/VA service portal Interface Support. Contractor shall support the Philips supported DICOM and HL7 communication to and from the Equipment as they exist at the Equipment at the time of installation. In the case of new software versions, Contractor shall provide the following: If the Equipment, interoperability mapping engine, or Biomedical device is upgraded to the latest version, Contractor shall restore inbound and/or outbound communication to the pre upgrade condition. Software Versions, Upgrades, and Updates. When a new software version, upgrade, or update is available for the previously purchased software, then Contractor shall install the available software for the Equipment as follows: Contractor shall provide new software versions,upgrades, updates, and fixes for existing Patient Information Center iX (PIC iX), IntelliBridge Enterprise Interoperability solution (IBE), and bedside monitor applications. When required for the new software version, Contractor shall provide operating system licenses and database software licenses (e.g., SQL) for PIC iX systems. For IBE, OS/SQL is VA s responsibility unless physical hardware is supplied by Contractor. Software Functionality. Contractor shall assure VA that updated software provides all previously purchased functionality. Solutions Review. Contractor shall provide VA an annual customized review session to provide a deeper understanding, and isolate and troubleshoot issues with VA configured PIC iX and IBE solutions. Review sessions will be scheduled upon VA request, at a mutually agreeable date and time Monday Friday, 8:00 AM 5:00 PM. PIC iX System Review sessions will be provided at an off site location within a reasonable distance of VA and shall include a meal per day per participant with up to 10 participants. Review Sessions may also be scheduled remotely upon the discretion of either Contractor or VA. IBE System Review sessions will be provided to a maximum of eight (8) participants. PIC iX System solutions review session agendas will be defined jointly by Contractor and VA and will not exceed twenty eight (28) hours in aggregate per year. PerformanceBridge Focal Point. Access to Focal Point will be made available to VA and Contractor support personnel working on site and remotely. Contractor shall install Focal Point on virtual or physical hardware, pursuant to the system installation and reference guide. VA will be entitled to all new software versions, updates, telephone and remote support. Customer Success Management Services. Contractor will assign a Customer Delivery Manager familiar with VA account, key stakeholders, and contract coverage to provide the following: Contractor will schedule and deliver a remote coverage and status review meeting annually, at mutually agreeable date and time. The status meeting will focus on available entitlements and planning. The status review may outline all Equipment service issues resolved during the previous period and review any open or unresolved issues. Prior to delivering any new software version, Contractor will coordinate with VA assigned resource to identify and mitigate dependencies relative to the software upgrade and other service agreement entitlements. Contractor and VA staff will develop a dependency mitigation plan to address resource needs, hardware needs, operating system requirements, interoperability, and other dependencies for the deployment of new software upgrades. Test System. Contractor will provide software versions for an off line test system ( Test System ). VA shall be entitled to one (1) virtual off line test system ( Virtual Test System ). The Virtual Test System is not to be used in a production environment or to provide patient care. Software and all future versions will only be installed by Contractor during an ongoing upgrade project for PIC iX. Requests by VA outside an ongoing upgrade project for PIC iX shall be at an additional cost, subject to resource availability. VA requirements: VA shall provide access to the Equipment by Contractor personnel. VA shall identify one (1) VA representative, in writing to Contractor, who will manage and be responsible for VA s selection and scheduling of new software version installations. Equipment that will receive the version or update must meet the specifications of the new software version. VA shall provide the Equipment hardware or software necessary to meet such specifications. VA shall install and activate Focal Point and connect to Philips Remote. Service ( PRS ) within ninety (90) days of the date of Agreement execution. Hardware updates and replacement. Software versions, updates, and fixes may require hardware updates or replacement. VA is responsible for any such hardware updates or replacements unless otherwise included in writing by the Contractor. Upgrade Installation. Upgrade installation and clinical support of the installation are responsibility of VA unless otherwise stated in writing. Initial capital purchase of Test System hardware, OS and database licenses are VA s responsibility. Period of Performance. The period of performance shall be one (1) twelve (12) month base period for Puget Sound, and Spokane; a pro-rated base year for Roseburg, Boise, and Portland; plus, four (4) additional twelve (12) month option periods for all sites as stated in Table 1: Table 1: Period of Performance Contract Period and Site Period of Performance Base Year 1 Puget Sound, Spokane 1 January 2025 31 December 2025 Base Year 1 Portland, Boise, Roseburg 29 September 2025 31 December 2025 Option Year 1 (1) all sites 1 January 2026 31 December 2026 Option Year Two (2) all sites 1 January 2027 31 December 2027 Option Year Three (3) all sites 1 January 2028 31 December 2028 Option Year Four (4) all sites 1 January 2029 31 December 2029 Place of Performance. Contract performance shall take place at the contractor s location(s) and at the VA sites listed in Table 2. All contractor travel required to meet the requirements of this statement of work shall be included at no additional cost to the VA. Table 2: VISN 20 Facility Locations Facility (VAMC/HCS) Address Boise VA Medical Center 500 Fort Street Boise, ID 83702 Roseburg Healthcare System Roseburg VA Medical Center 913 NW Garden Valley Blvd Roseburg, OR 97471 Portland Healthcare System Portland Campus 3710 SW US Veterans Hospital Road Portland, OR 97239-2999 VA Puget Sound Health Care System 1660 South Columbian Way Seattle, WA 98108-1597 VA Spokane Medical Center N. 4815 Assembly Street Spokane, WA 99205 Hours of Coverage. Remote critical problem support will be provided 24 x 7, no exclusions. Non-critical and on-site services will be provided during Standard Hours, Monday through Friday, 8:00AM - 5:00PM, Local Time, excluding contractor holidays. Invoicing. Invoices shall be submitted electronically via the Financial Services Center Mandatory Electronic Invoice System, on a monthly basis for implementation tasks and an annual basis for license and maintenance tasks. Invoices must include, at a minimum, the following information: Contractor name, purchase order number, period of service the billing covers, and a list of equipment items covered during the stated period of performance. This requirement is in accordance with VARR Clause 852.232-72 Electronic Submission of Payment Requests: http://www.fsc.va.gov/einvoice.asp. Electronic payments are net 30 days. Security Requirements. All contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information or access to VA facilities. The background investigation includes the following requirements: 1) Completed documentation 2) Fingerprints 3) Completion of OPM s e-QIP Questionnaire. The Contractor is required to fulfill all of the security requirements. The Contractor, upon completion of fingerprinting, and an initial suitability determination, may be authorized tentative access to start the performance period of the contract, but only on condition of completion of all security requirements. This requirement is applicable to all subcontractor personnel requiring the same access. Access to VA Information and VA Information Systems. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in this contract. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.