J065--NexoDose Software Maintenance Services

The Department of Veterans Affairs, Charleston, South Carolina intends to award a contract for the purchase of an annual maintenance service agreement of an existing EXODOSE OUTBOUND API/HL7 (24 hours a day/7 days a week/365 days a year remote service package, updates, and upgrades), additional license increase for procedural growth as needed, with NEXODOSE Procedure including 25k installs as applicable. The NAICS code for this requirement is 334517 and business size is 1250 employees. This is not a request for bids, quotes, or proposals. This is a SOURCES SOUGHT announcement only. The purpose of this notice is to conduct market research and obtain information from qualified businesses. The responses to this announcement will assist in determining the socio-economic set aside if feasible. VA is required by Public Law 109-461 to give first priority to SDVOSB and VOSB concerns if there should be sufficient firms available to compete under a set aside. If insufficient veteran owned and small business response is received to establish the basis for setting this action aside for other than large business participation, then the action will be advertised as full and open competition, in which case, all interested parties responding shall be eligible to bid. The Ralph H. Johnson VA Medical Center, located at 109 Bee St, Charleston, SC 29403 is seeking a potential qualified contractor than can provide the following services: 0001: NEXODOSE ANNUAL MAINTENANCE AND SUPPORT (100,000 PROCEDURES) INCLUDES ALL SOFTWARE UPDATES AND UPGRADES AS WELL AS 24X7X365 TELEPHONE APPLICATION SUPPORT AND SOFTWARE MAINTENANCE. (POST 90-DAY WARRANTY) 0002: EXODOSE OUTBOUND API/HL7 MAINT-EMR - INCLUDES ALL NEXODOSE SOFTWARE UPDATES AND UPGRADES AS WELL AS 24x7x365 TELEPHONE APPLICATION SUPPORT AND SOFTWARE MAINTENANCE RELATED TO NEXODOSE OUTBOUND CONNECTION FUNCTIONALITY 0003: LICENSE ADJUSTMENTS - LICENSE INCREASE OF 10,000 PROCEDURES 0004: NEXODOSE PROCEDURE INC 25K - INSTALLATION - AS APPLICABLE 0005: NEXODOSE PROFESSIONAL SERVICES 4HRS This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. All information submitted in response to this Sources Sought notice become property of the Government. Interested and capable respondents are requested to provide the information below. All responses to this notice shall include: (1) Company name, address, point of contact, phone number, and DUNS number (www.dnb.com); (2) List of available compatible products, procurement source (open market or GSA Schedule), the geographical location the respondent is able to service, and documentation of authorized distributor certification (if a brand name product is intended for offer should the requirement go to solicitation); (3) Business size (small or large business concern), and number of employees; (4) Type of small business (i.e. Service Disabled Veteran Owned Small Business; Veteran Owned Small Business; Small Business, etc). Responses to this notice should be emailed to Iman Dillard at contact@example.gov. Telephone responses will not be accepted. Responses must be received in writing no later than 7/9/2021 at 17:00 / 5:00 PM EST. This notice is to assist the VA in determining sources only. All contractors interested in doing business with the Government must be registered in the System for Award Management (SAM) database. The website for registration is www.sam.gov. Service-Disabled Veteran-Owned Small Businesses and Veteran-Owned Small Businesses should also indicate whether the company is verified by the VA in the Vendor Information Pages (VIP) Database at www.vetbiz.gov. Statement of Work (SOW) A. GENERAL GUIDANCE Title of Project- Establish a Maintenance Contract for NexoDose system. Scope of Work: Vendor shall work with Healthcare Technology Management Service at the Ralph H. Johnson VA Medical Center (RHJVAMC) to establish the protocols needed to remotely maintain the NexoDose system installed at RHJVAMC. In addition, the vendor will provide all materials to support the EXODOSE OUTBOUND API/HL7 Maintenance service agreement (24x7x365 remote service package, updates and upgrades), additional license increase for procedural growth as needed, with NEXODOSE Procedure Inc 25k installs as applicable. Service to be provided for one year with four (4) option years. Background: In order to ensure the proper operation of the NexoDose monitoring system, RHJVAMC requires ongoing support, upgrades, and service on the system, guaranteeing satisfactory performance. The contractor shall maintain the system s ability to enable enterprise-wide ionizing radiation data acquisition that supports Joint Commission standards as well as state regulations Performance Period: The contractor shall complete the work required under this SOW during the one (1) calendar year period beginning on the award date, with four option years, unless otherwise directed by the Contracting officer (CO). Estimated Period of Performance: Base Year: November 1, 2021 October 31, 2022 Option Year 1: November 1, 2022 October 31, 2023 Option Year 2: November 1, 2023 October 31, 2024 Option Year 3: November 1, 2024 October 31, 2025 Option Year 4: November 1, 2025 October 31, 2026 Type of Contract: Firm-Fixed- Price B. GENERAL REQUIREMENTS: The contractor shall be fully responsible and accountable for submitting documentation necessary to obtain the level of access required to remotely maintain the NexoDose system installed in the RHJVAMC. In addition, the contractor will provide 24/7 remote monitoring service spelled out below. These specifications are a statement of the minimum level of services that are to be provided under this contract. They are not intended to be, nor shall they be construed as, limiting specifications or requirements. At a minimum, the contractor shall be required to take all steps and measures to maximize the life expectancy and minimize downtime of the NexoDose system. In addition, the contractor shall be responsible for all costs associated with providing: A 90-days Warranty 4 hours of annual professional services Annual on-site visits by technician for maintenance Identification and troubleshooting of any missed communications and modality connections Confirmation of proper identification of all hardware within the system All software upgrades and builds upon release Additional software/application training as needed Installation of additional licenses and modality/server/API/HL7 connections as applicable Updates, upgrades, maintenance, and support of NexoDose outbound API/HL7 EMR connection functionality Maintenance, updates, and compliance (with Joint Commission and state regulations) of the NexoDose server and its enterprise-wide ionizing radiation data acquisition 24/7/365 telephone emergency support Annual remote access system review/checkup and report. All scheduled work on site shall be recorded with the contracting officer s technical representative (COTR) or designee upon arrival and will provide the status of equipment prior to departure. C. MAINTENANCE SERVICES 1. Materials to be furnished: a. Contractor shall furnish any documents necessary to maintain remote access to the NexoDose server including coordination with RHJVAMC to gain administrative access to the NexoDose server. b. Contractor will supply annual maintenance as well as four hours of annual service for any existing and newly installed NexoDose hardware and software at the RHJVAMC. c. Contractor supply licenses with service, support and maintenance for 100,000 procedures plus an additional 10,000 procedures under the base contract with an additional 125,000 procedures in year two; 150,000 procedures plus an increase of 10,000 procedures in year three; 175,000 procedures plus an increase of 10,000 procedures in year four; and 200,000 procedures plus an increase of 10,000 procedures in year five. The proposed number of procedures per year are subject to annual procedure volume and price review with adjustments per real growth. 2. Reporting services/documentation: a. Upon completion of any maintenance and/or repair services, the contractor shall report to the COTR or designee. Contractor will provide a written report detailing services performed, in writing if on-site, or by email if services are performed remotely. b. The contractor shall be responsible for protecting the personal furnishing services under this contract. The parties agree that the contractor, contractor employees, agents and subcontractors shall not be considered VA employees for any purpose. Except in emergencies, and as it directed by the COTR, the contractor shall not be required to perform services on federal holidays. E. WORK SCHEDULING AND REPORTING ACCOMPLISHMENTS Maintenance agreement to include service calls, replacement parts and labor as specified above. Annual on-site maintenance service visit plus 4 hours of professional services. The contractor shall instruct his/her personnel who perform work under this contract to comply with the following procedures: For on-site visits, he/she must contact the COTR or his/her designated representative when 1st arriving to the building. If the work is to be continuous, a check-in visit is required each day. If he/she is providing remote service, COTR notification is not required but a written report of the remote services provided must be delivered to the COTR upon work completion. At the completion of work, the contractor s employees shall submit to the COTR or the designated representative a copy of a work order, repair order or a form which shall furnish the following information (NOTE invoices will not be released for payment without a copy of service/inspection report): Name and address of the contractor Name of contractor s employee in charge of the work Date(s) work performed in hours expended Brief description of work performed with equipment identification Signature of the contractors employed and signature block of the COTR or the designated representative for work performed on-site