R799-- VISN Wayfinding Project: Design and Create Visitor Guides and Interactive Map on the Web

The Department of Veteran Affairs is issuing this source sought notice for the purpose of determining market capability of sources or obtaining information to identify capable vendors that have an interest in providing DirecTV service via a firm-fixed price contract. It does not constitute a Request for Proposals (RFP), a Request for Quote (RFQ) or an indication that the Government will contract for any of the items and/or services discussed herein. Any formal solicitation that may subsequently be issued will be announced separately through SAM.Gov. Information on the specific topic of interest is provided in the attached Statement of Work (SOW). The Department of Veterans Affairs nor any other part of the federal government will be responsible for any cost incurred by responders in furnishing this information. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 323111. See the attached Statement of Work associated with this procurement. The primary place of performance is the VISN 1 VA New England Healthcare System. If your organization has the potential capacity to perform these services, please provide the following information: (1) Organization name, address, point of contact, email address, Web site address, and telephone number. (2) Business size: small, small disadvantaged, woman-owned, Hub Zone, serviced-disabled veteran-owned small business, large business, etc. (3) Business type under North American Industry Classification System (NAICS) 323111, which contains a size standard of 500 employees, CAGE Code and DUNS Number. (4) Tailored capability statements addressing the requirements in the Statement of Work, including documentation supporting claims of organizational and staff capability. (5) Any additional information that the Government could provide in a potential solicitation to facilitate accurate proposal responses. Statement of Work for Services Design and Create Visitor Guides and Interactive Map on the Web Objective: The goal of this project is to enhance the wayfinding ability of Veterans and visitors in the VISN 1 VA New England Healthcare System. An objective of the project is to provide Veterans and visitors with easy-to-read guides with accurate map rendering of the campus. Also prior to visiting the campus, patients would be able to obtain information from each VISN 1 Veterans Affairs internet website about driving, parking, and locations/destinations around each campus. The Veterans and visitors must see the same floor design that they see on the interactive map on the web as they will see in hard copy format when they arrive to each campus. This provides consistency in the entire wayfinding experience. This will ensure a more positive patient experience. Scope: To provide wayfinding solutions to the following VA Medical Centers: Bedford VA Medical Center To include the following wayfinding solutions: Interactive Map on the Desktop/Mobile 2,000 12-page Campus Booklet 5,000 8-1/2 x 11 front and back campus map 20 30 x 40 You are Here Wall Maps File Only Yearly Maintenance Subscription (Included Base Year) Pricing for Option 1, 2, 3, 4 Year for Maintenance Subscription Central Western Mass Health Care System To include the following wayfinding solutions: Interactive Map on the Desktop/Mobile 2,000 12-page Campus Booklet 5,000 8-1/2 x 11 front and back campus map 20 30 x 40 You are Here Wall Maps File Only Yearly Maintenance Subscription (Included Base Year) Pricing for Option 1, 2, 3, 4 Year for Maintenance Subscription VA Connecticut Healthcare System West Haven To include the following wayfinding solutions: Interactive Map on the Desktop/Mobile Update Current Campus Booklet 2,000 12-page Campus Booklet 5,000 8-1/2 x 11 front and back campus map 20 30 x 40 You are Here Wall Maps File Only Yearly Maintenance Subscription (Included Base Year) Pricing for Option 1, 2, 3, 4 Year for Maintenance Subscription VA Connecticut Healthcare System Newington To include the following wayfinding solutions: Interactive Map on the Desktop/Mobile 2,000 12-page Campus Booklet 5,000 8-1/2 x 11 front and back campus map 20 30 x 40 You are Here Wall Maps File Only Yearly Maintenance Subscription (To be included in West Haven) Togus VA Medical Center To include the following wayfinding solutions: Interactive Map on the Desktop/Mobile 5,000 8-1/2 x 11 front and back campus map 10 30 x 40 You are Here Wall Maps File Only Yearly Maintenance Subscription (Included Base Year) Pricing for Option 1, 2, 3, 4 Year for Maintenance Subscription VA Manchester Healthcare System Newington To include the following wayfinding solutions: Interactive Map on the Desktop/Mobile 2,000 12-page Campus Booklet 5,000 8-1/2 x 11 front and back campus map 20 30 x 40 You are Here Wall Maps File Only Yearly Maintenance Subscription (Included Base Year) Pricing for Option 1, 2, 3, 4 Year for Maintenance Subscription Providence VA Medical Center To include the following wayfinding solutions: Interactive Map on the Desktop/Mobile 2,000 12-page Campus Booklet 5,000 8-1/2 x 11 front and back campus map 20 30 x 40 You are Here Wall Maps File Only Yearly Maintenance Subscription (Included Base Year) Pricing for Option 1, 2, 3, 4 Year for Maintenance Subscription White River Junction VA Medical Center To include the following wayfinding solutions: Interactive Map on the Desktop/Mobile 2,000 12-page Campus Booklet 5,000 8-1/2 x 11 front and back campus map 10 30 x 40 You are Here Wall Maps File Only Yearly Maintenance Subscription (Included Base Year) Pricing for Option 1, 2, 3, 4 Year for Maintenance Subscription Boston VA Healthcare System Jamica Plain To include the following wayfinding solutions: Newest Version Interactive Map on the Desktop/Mobile 2,000 12-page Campus Booklet 5,000 8-1/2 x 11 front and back campus map 20 30 x 40 You are Here Wall Maps File Only Yearly Maintenance Subscription (Currently under contract with current vendor) Boston VA Healthcare System Brockton To include the following wayfinding solutions: Newest Version Interactive Map on the Desktop/Mobile 2,000 12-page Campus Booklet 5,000 8-1/2 x 11 front and back campus map 20 30 x 40 You are Here Wall Maps File Only Yearly Maintenance Subscription (Included Base Year) Boston VA Healthcare System West Roxbury To include the following wayfinding solutions: Newest Version Interactive Map on the Desktop/Mobile 2,000 12-page Campus Booklet 5,000 8-1/2 x 11 front and back campus map 20 30 x 40 You are Here Wall Maps File Only Yearly Maintenance Subscription (Currently under contract with current vendor) Vendor to conduct site visits to each campus to access best wayfinding approach at each campus within VISN 1. Vendor to participate in conference calls at each VA as needed Vendor to create aerial photographs of each campus for map rendering Vendor to create layout, design and development of each campus map in the following formats: Front and Back 8-1/2 x 11 Tear Off Campus Map 12-Page Campus Booklet Vendor to create interactive map on the desktop/mobile. Specifications provided. Selection Criteria: Vendor will be selected by the best wayfinding experience for each campus with VISN 1. This vendor will have extensive experience in producing Campus Maps for VA Medical Centers. We will look to them for advice, recommendations, what has worked best in other locations and best easy-to-read campus map designs. Deliverables or Delivery Schedule Site Visit Vendor to meet with appropriate medical center staff during a medical center visit and review mapping conditions at each VA Medical Center. Each campus will email required floor plans (pdf) to vendor 2 weeks prior to site visit. Aerial Photographs Aerial photographs will be taken by vendor s photographer. Specific date to be mutually agreed upon on a clear day to enable good photography, while flying the perimeter of the hospital campus at multiple altitudes. A CD containing all of the high-resolution images become the property of each VA Medical Center delivered to contracting officer s technical representative (COTR). 8-1/2 x 11 Front and Back Campus Map to include: To develop 8-1/2 x 11 front and back tear off map to provide Veterans and visitors where to navigate at each campus. Exterior 3-D rendering of hospital campus, including parking areas, hospital entrances, etc, As needed interior floor plans depicting primary destinations (with location text labels) and wayfinding features (corridors, elevators, stairwells, vending, restrooms, telephones) Each medical center will dictate to vendor what is most important to place on the maps since there is limited space on the 8-1/2 x 11 piece of paper. 12-Page Booklet to include: Attractive cover design (typically, the cover design incorporates a medical center photo or a grouping of photos depicting various hospital scenes and activities) Exterior 3-D rendering of hospital campus, including parking areas with lines, hospital entrances clearly marked, building labels where necessary, etc. As needed interior floor plans depicting primary destinations (with location text labels) and wayfinding features (corridors, elevators, stairwells, vending, restrooms, telephones, etc.) Alphabetical listing of primary and secondary location/services Ancillary hospital/visitor information (visiting hours, smoking/cell phone policy, parking information, cafeteria/gift shop hours, etc.) Vicinity map depicting interstate highways, major and secondary thoroughfares, prominent landmarks, hospital clinics (CBOC s), etc. You are Here Wall Maps Each wall map is designed to quickly and easily help our Veterans find where they are located on each floor. Each wall map is oriented correctly by turning the map if needed. Each wall map is to clearly state You are Here label. Proofs Vendor creates layout, design and development of a full color visitor map in the following formats as 1st proofs which will be delivered to each VA Medical Center for review: 3 - Hard Copy 8-1/2 x 11 front and back maps. All future proofs will be sent digitally through email. Template File Template formatted as a high-resolution PDF becomes the property of each VA Medical Center, must be delivered to each VA Medical Center within 30 days of final proof acceptance by each VA Medical Center team. Vendor retains copy of Illustrator file. Interactive Map on the Web Features of the Desktop Interactive will include: Interactive 3-D Rendering and Floor Plans. Point A to Point B Navigation for mobile/desktop devices. QR Code Technology to direct Veterans to interactive map. QR Code technology to pre-populate Point A for the Veteran (upon client request). Standard HTML5 (Compatible on HTML5 browsers) Show Veterans and visitors the best entrance and parking areas based on their destination (desktop). Provide route markers through our hospital, showing patients how to get to their requested destination. Incorporate specialty service information, static pictures, videos and hyperlinks (desktop/mobile). Use roll-overs to display instant information for a building (desktop). Help patients become more comfortable with the logistics of your facility, increasing the Patient Experience. Each floor design on the interactive map will be identical to the hard copy maps that are provided to each VA Medical Center. Blueprints are not acceptable on the interactive map but the same floor designs which are visually pleasing and easy to understand. Floor maps and directions can be printed (B&W or color) so the Veteran and visitor can bring the map with them to see exactly how to get to the department. Veteran and visitors will be able to send the images of the floors to their mobile phone as they view the interactive map on the desktop version. The phone number will not be distributed or collected for any other purpose. Yearly Software Maintenance Subscription will be offered to each VA Medical Center to include the following: Software updates as part of the maintenance subscription Software to remain on the vendors server in order to perform edits very quickly All edits made to the interactive map on the web will also be made to the hard copy maps at the same time. This will ensure that reprints will have the latest changes to the campus maps. 10 hours of edits per year are included in yearly software maintenance subscription. The maintenance subscription will be made available for at least 7 years. Government Furnished Equipment and Government Furnished Information Each VA Medical Center will provide floor plans for the vendor Privacy Contactor policies and procedures shall comply with all VA Privacy & Security, the Privacy Act and Health Insurance Portability and Accountability Act (HIPAA). Records Management The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. Security Vendor during on-site visit will obtain visitors badge from Security Office. Place of Performance Aerial photographs and vendor on-site visit will occur at each VA Medical Center, all other work will be conducted at the vendor s place of work. Past performance (relevant work within the last three years on project of a similar size and scope) Past Performance Provide a list of six (6) hyperlinks accessible to the public, leading to six (6) individual, fully functional, interactive maps your company has developed for facilities of like size and area as our VA Hospital within the past three (3) years. Include the name, address, contact person who is responsible for the administration of the contract and telephone number for each reference. Capabilities Statement Contractor shall provide a written statement on their capabilities to meet the requirements of the Statement of Work. Contractor shall indicate and provide proof they are capable of providing the following requirements Contractor shall provide proof or link that demonstrates ability to include pictures, videos and corresponding texts embedded in the interactive map. Contractor shall provide proof or link that demonstrates ability to visually indicate route for single and multiple primary destination. Contractor shall indicate if they are able to provide hard copy maps. Contractor is to provide examples of hard copy booklets, front and back 8-1/2 x 11 campus maps and other examples produced for other VA Medical Centers. Web application is compatible with mobile devices and there is no download needed (Android and iOS operating systems) Offerors who fail to complete or submit required documentation may not be considered for award. Responses are requested by Wednesday, July 20, 2022, 1000hrs EST. Any responses received after these dates will be considered but may not be included in initial reporting or assessments. Responses should be submitted electronically in PDF format and emailed to Alvinia Jenkins (Alvinia.jenkins@va.gov). Thank you in advance for your participation.