W063--VOCERA Clinical System Integration

1. This is a combined synopsis/solicitation for commercial services/items prepared in accordance with the format in FAR Subpart 12.6 in conjunction with FAR Part 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued. 1.a. Project Title: VOCERA Clinical System Integration 1.b. Description: VA Greater Los Angeles Healthcare System is seeking a contractor to provide 60 Vocera V5000 Smart badges including the necessary accessories, Vocera Messaging, 50 user add-on and provide Professional Services for Vocera Clinical System Integration (V5000), Premier Support for Vocera, and Premier Plus Support Services for Vocera Communications and Vocera Engage Solutions (On-Site System Administrator). 1.c. Project Location: VA Greater Los Angeles Healthcare System 1.d. Solicitation Type - Number: Request for Quotes (RFQ) - 36C26224Q1547. 1.e. Set Aside: This solicitation is issued as a SDVOSB set aside. 1.f. Applicable NAICS code: 334511, Search, Detection, Navigation, Guidance, Aeronautical, and Nautical System and Instrument Manufacturing. 1.g. Small Business Size Standard: 1350 employees 1.h. Type of Contract: Firm Fixed Price 1.i. Period of Performance: one year 1.j. Wage Determination applicable to this project: SCA WD 2015-5613 revision 23 1.k. Request for Information (RFI) should be submitted via email no later than 2pm PST Wednesday, July 24th, 2024, to ositadima.ndubizu@va.gov 2. Statement of Work 2.1. Objective. VA Greater Los Angeles Healthcare System is seeking a contractor to provide 60 Vocera V5000 Smart badges including the necessary accessories, Vocera Messaging, 50 user add-on and provide Professional Services for Vocera Clinical System Integration (V5000), Premier Support for Vocera, and Premier Plus Support Services for Vocera Communications and Vocera Engage Solutions (On-Site System Administrator). 2.2. Background. Just-in-time communication and proper clinical alarm notification and escalations are vital elements for safe and timely delivery of patient care for our veterans. The Vocera Communications software is used with Vocera hands-free communication badges and integrates into our land-line phone systems. The platform has grown across service sections and now integrates varying clinical solutions. External factors have shifted Office of Information and Technology (OIT) and technical resources. Vocera solutions are in high demand and are expected to scale up to expand facility-wide rapidly. Services shall provide a comprehensive and systematic delivery of best practices in the use, maintenance, and on-going design support of the Vocera communication and Engage system solutions. 2.3. Scope. The contractor must provide the following Hardware and Software: Qty Product SKU Product Description Vocera Software 1 910-02006 Vocera Messaging, 50 user add-ons Vocera Hardware 60 220-02100 V5000, Smart badge, inc. 1 yr warranty 60 261-01950 V5000,FIPS 140-2 Device License Ver 1.0 120 230-02150 V5000 Battery 9 230-02158 V5000, Charger, 8-Bay, Universal 3 230-01930 V5000/C1000, Adapter, 10W Charger, Universal 3 230-02152 V5000, Lanyard, Holster, 25 Pack 3 230-02155 V5000, Clip, Grip, 25 Pack 4 230-02220 V5000, Training Kit, 20 Users The contractor must provide the following services: CLIN 001 Professional Service for Integration with EarlySense® System planning and implementation services to be rendered by the professional services team and project scope requirements for Early Sense® Integration with Vocera Engage, departments and/or functional groups are outlined below. Project Management and Deployment Planning Services A project manager shall be assigned to this project at the acceptance of the order. The project manager will be responsible for coordinating all scheduling requests for all engagement related activities. All aspects of the Vocera Engage deployment will be communicated to, and agreed upon by, the project manager and facility POC. The project manager will schedule a project kick-off call with the customer to officially initiate the project, review the scope of services to be delivered, introduce team members, set expectations, and develop a communication plan. The implementation team for this project shall consist of three lead members: Project Manager (PM), Implementation Engineer (IE) Anesthesiology Service Chief or clinical designee. Anesthesiology Setup Design Anesthesiology will conduct a clinical design workshop for each care unit included in the scope of this project. The Anesthesiology Department will meet with key stakeholders and unit members to define current unit workflows (clinical workflow analysis) and recommend opportunities for improvement leveraging the solution. The clinical workflow analysis is an onsite evaluation of each unit s current workflow, including communication and/or alarm systems. It is performed by Anesthesiology staff in collaboration with patient areas. The Anesthesiology staff will round on each of the units deploying the Vocera solution. The unit evaluation will include testing the current system, observing staff performance of various tasks to identify gaps or breaks in communication. The clinical workflow analysis should be scheduled for up to one hour per nursing unit. Government Point of Contact Service Chief or clinical designee will serve as clinical escort for each nursing unit during the clinical workflow analysis. The deliverable from this process will be the clinical design workbook document summarizing the clinical discovery data gathered from the customer team along with the diagrams depicting the enhanced clinical workflows. Installation and Testing Vendor will deliver hardware (if applicable) and software to the VA Greater Los Angeles Health care System, Bldg. 297. Once in place, the implementation engineer will remotely build the custom configuration based on the governments agreed upon clinical design. When the configuration is complete, the implementation engineer will coordinate with the customer to test the system remotely and onsite to ensure that appropriate connections are being made and information is flowing correctly to end devices. User Acceptance Testing Vendor will conduct testing with clinical and technical stakeholders for each care unit included in the scope of this project. Both technical and clinical teams should participate to verify messages and alarms to phones and to obtain government approval prior to the general deployment. Typically, Clinical User Acceptance Test (CUAT) is planned per Anesthesiology unit and will focus on a sampling of patient rooms to be tested rather than all rooms being tested. All alerts that are chosen by the customer to dispatch through Engage will be demonstrated, providing the alert can be generated by the alarm system used to facilitate alarm generation. Once the system has been verified and approved by the government s clinical leadership team, Vendor will obtain signed approval of CUAT. Vendor will debrief the hospital team (PM, clinical leadership, system admin) with the final analysis of the CUAT and discussions will focus on any issues/concerns, technical hurdles, validation of the system and next steps. A signed copy of the document will be left with each unit s clinical leadership representative. Training Services Vendor shall educate a group of super users who shall be in turn responsible for educating the remainder of the staff and assisting with support during go live. One (1) day-shift end user training shall be included for CLIN 001. A day shift is defined as a consecutive eight-hour period delivered between the hours 7:00am 5:00pm, local time Monday thru Friday. Clinical designee will work with the clinical educator to develop a site-specific training plan and schedule. Classes in accordance with industry practices will be scheduled within an 8-hour shift with scheduled 15 min breaks between classes. Training shall be coordinated for other project dependencies such as wireless phone and nurse call systems if said systems are new to the nursing staff. If trained separately, nurses should have a good working knowledge of these systems prior to receiving Vocera Engage training. Vendor will deliver clinical training near the time of the clinical user acceptance test. Training will primarily be performed onsite. Vendor will provide electronic training material relevant to workflows and use models being deployed. Go-Live Support The implementation team will work with the clinical designee to set-up a go-live process to coordinate communications support for the project go-live. In-person, on-site go-live support for Early Sense® Integration shall be provided by Vendor. Go-live support shall be provided as two (2) eight-hour periods for dayshifts. A day shift is defined as a consecutive eight-hour period delivered between local time 7am - 5pm Monday- Friday. Go-Live support will primarily be performed onsite. Vendor will integrate the following input systems for alert/alarm data with existing Vocera Engage Solutions: Early Sense® Engage will deliver alerts/alarms to the following wireless device types: Vocera VOIP Devices Deployment Phases The Early Sense® Clinical Alarm Integration professional services shall be completed in a single deployment phase. CLIN 002 Premier Maintenance and Technical Support for Vocera Preventative Maintenance Preventive maintenance inspection(s) will be performed during regular administrative working hours unless specifically authorized by the Contracting Officer. The Contractor will be required to furnish a complete checklist of items that are to be accomplished under the preventive maintenance service. During this maintenance period, the equipment will be set to manufacturer s specifications in performance aspects. The Contractor will take corrective action on equipment all defects. This includes software updates and unlimited technical support. Emergency Repair The Contractor shall provide emergency repair service within four hours after notification by the Contracting Officer or the COR during regular administrative working hours. Emergency repair service between preventive maintenance inspections will be performed at no additional charge to the Government. The Contractor shall provide a 24-hour emergency telephone number for repair service. For emergency incidents, there is 24 hour 7 days a week support. Repair Personnel Personnel performing maintenance and repair must be fully qualified, competent Field Service Technicians. Fully Qualified is based upon training and on experience in the field. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved Field Service Technicians for each make and model the Contractor services at the VAMC upon request by the Contracting Officer or clinical designee The Contracting Officer and/or the COTR, clinical designee, specifically reserves the right to reject any of the Contractor s personnel and refuse them permission to work on the VAGLAHS equipment. If subcontractor(s) are used, they must be approved by the Contracting Officer; the Contractor shall submit any proposed change in subcontractor(s) to the Contracting Officer for approval/disapproval. Parts This contract includes unlimited parts replacement as required on a new parts basis. Replacement parts include all items except for consumable supplies as listed below. All parts included and installed under this contract shall be factory authorized replacement parts, unless reconditioned or refurbished parts are authorized by the COR or clinical designee and meet manufacturer s specifications and quality assurance. System Upgrades The Contractor will provide engineering changes to improve reliability and precision as they become available from the manufacturer. Upgrades will be installed and operational on the system within (30) thirty days after notification by the Government or manufacturer. Response Time For an emergency (System is completely down) Vendor will contact End User within 1-hour of receipt of notice of the incident to collect information and work with end user s designated support contact to attempt to restore usage of the Vocera\Engage \Engage software. Restoration of the software may require changes to the end user s hardware or network configuration and may involve loss of data. If Vendor determines that the system outage is due to an Error in Vocera\Engage software, Vocera\Engage will engage their development staff to attempt to deliver an emergency fix on a mutually agreeable timetable. Contractor will check in with the clinical designee or using service before commencement of work. For a time-critical issue (Vocera\Engage system is functioning inconsistently and with such limited capabilities that the end user s usage and productivity are impaired, including periodic work stoppage and feature loss, and no work-around is available) Vendor will contact end user within 4 hours of notice of the incident to collect information and work with end user s designated support contact to attempt to restore usage of the Vocera\Engage software. Restoration of the software may require changes to the end user s hardware or network configuration. Vocera\Engage will engage their development staff to attempt to deliver a fix with the next available service pack. For a standard issue (Vocera\Engage system is functioning inconsistently and with such limited capabilities that the end user s usage and productivity are slightly impaired, but end user can reasonably work around such inconsistency or impairment. Incidents include How to questions and issues impacting individual users. Vendor will contact end user within 24 hours of receipt of the incident to collect information and to work with end user s designated support contact to verify the problem. Reports Upon completion of the preventive maintenance inspection and/or emergency repair, the Contractor shall submit to the Engineering Service or the clinical designee, a service report indicating what repairs, service, calibration, etc. were performed. This report shall be signed by the using service designee attesting that the equipment is in satisfactory working order and is functioning at an acceptable level of performance. CLIN 003 Premier Plus Administrator Premier Plus Administrator shall act as the primary point of contact for VA Greater Los Angeles Healthcare System, Anesthesiology Department as it relates to Vocera Communication and Engage solutions. Premier Plus Administrators are employees of contractor and deployed under the supervision and direction of contractor, however contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to all relevant local and national governing policies and procedures (ex: VHA Handbook/Directive 7002 Logistics Management Policy and Procedures, local infection control policies, Reusable Medical Equipment (RME) standard operating procedures, codes of conduct, environmental cleanliness, parking, etc.) such is the same for VA and VA personnel. Premier Plus Administrators shall complete all mandatory orientation training as a contractor and be trained and focused on deliverables inclusive of the attributes described below. Premier Plus Administrators shall perform the following tasks: Data & Device Management Establish, update, and maintain and optimize processes for submitting data and device changes to Vocera database. Add/delete/update users, groups and address book entries as requested by using departments. Export user, group, and address book information for review by using departments for accuracy and currency (every 6 months). Maintain device management data in cooperation with local Logistics Department. Develop, update, and maintain and optimize processes for changes in badge ownership, ordering new equipment, troubleshooting equipment, repairing equipment, requesting, and processing RMA s, reporting damage and budget trends, maintaining spares pool, coaching on replacement budget, planning, training users and leadership on device management best practices, scheduling reports, and aiding with finding lost equipment. Notify designated VA point of contact of suspected lost or stolen equipment. Software Management Apply Vocera service packs and hot fixes. System health analysis (every 6 months). Deployment Optimization Make rounds no less than monthly on each unit to coach staff, learn workflow, uncover issues, resolve issues, and develop relationships. Refine deployment call flows to improve usability of the Vocera system. Optimize workflow for existing units having deployed Vocera communications solution. Premier Plus Administrator may provide limited Project Management services for future Vocera expansions and deployments at VA Greater Los Angeles Healthcare system at the customer s request. However, if such activity is expected to compromise other contractor duties described in this scope of work, the contractor shall advise the COR or designee thereof. Customer acknowledges that Project Management duties may compromise or defer remaining Premier Plus deliverables described herein. COR or designee reserves the right to direct Premier Plus Administrator activity according to organizational need and within the scope of this Statement of Work. Should workflow optimization assistance be required for changes involving units / departments not already designed and implemented when the Vocera Systems Administrator Service begins, this VA reserves the right to amend this contract to accommodate any new Vocera deployments/ expansion for additional Vocera Professional Services engagement. Training and Orientation Management Develop, update, and deliver training for new employee orientation for Vocera users. Maintain and refine processes for on-boarding of new Vocera users. Establish process for reviewing Vocera reports to identify and coach users experiencing less than optimal performance. Maintain training materials and make easily available to staff for self-review and refresher. Maintain at least a 10% Super User population across all units and shifts; providing training to keep the Super User population competent and constant. Provide training for upgrades and changes in functionality affecting end users. Issue Escalation Management Develop, update, and maintain process for end users to report Vocera issues. Address and resolve issues regarding Vocera equipment, database, and users. Escalate issues regarding network or servers to the appropriate customer contact. Escalate issues with the Vocera product to Vocera Technical Support. Track and trend Vocera issues to institute process improvements where possible to reduce issue escalations. Follow up with issue reporter to provide update status and resolution. Premier Services Response times shall prevail for system outages and time critical issues. Report Management Set up scheduled reports as requested by end users. Provide consultation to units regarding the reports available. Review reports and provide consultation to end user units, network staff and other key support staff and stakeholders regarding actions needed to optimize Vocera system and user performance. (Monthly) End User Satisfaction Per organization s preference and barring any union or other legal barriers, develop User Satisfaction Survey. Survey using departments once a year to collect formal feedback and quantifiable measures of satisfaction. Facilitate user group meetings to discuss issues, lessons learned and process improvements. (Monthly) Deploy changes to program management as approved by senior level Customer representatives. Engage Server Administration Vocera Engage Server Monitoring Proactively monitor the Engage server for any issues. Escalate identified server issues, as appropriate, to Vocera Technical Support. Refine deployment call flows to improve usability of the Vocera system. Optimize workflow for existing units having deployed Vocera communications solution. Should workflow optimization assistance be required for changes involving units / departments not already designed and implemented when the Systems Administrator Service begins, VAGLAHS reserves the right to amend this contract to accommodate any new deployments/ expansion for additional Professional Services engagement. Engage Deployment Optimization Provide guidance to VAGLAHS as relates to the Engage workflow improvement. Integration workflow optimization for existing units and departments having deployed Vocera Engage solution and those areas pending integration in accordance with Extension Healthcare Memorandum of Understanding Letter of Intent dated 09-12-2016 for Engage solution deployment at VAGLAHS Anesthesiology Department, effectiveness workflows. Should workflow optimization assistance be required for changes involving units / departments not already designed and implemented when the Systems Administrator Service begins, VAGLAHS Anesthesiology Department reserves the right to amend this contract to accommodate any new deployments/ expansion for additional Professional Services for Vocera Engage. Engage Training and Orientation Management Develop and deliver training for new employee orientation for Vocera Staff Assignment, Alarm-to-Device, and Electronic Health Record-to-Device users. Maintain training materials and make easily available to staff for self-review and refresher. Provide upgrade training for changes in functionality affecting end users. Engage Issue Escalation Management Develop process for end users to report Vocera Engage issues and concerns. Respond to end-user issue/concerns via email or voice communication within 1-2 business days. Manage escalated Engage issues with Vocera Technical Support. Track and trend Vocera issues to institute process improvements where possible to reduce issues escalations. Follow up with issue reporter to provide update status and resolution. Premier Services Response times shall prevail for system outages and time critical issues. . GOVERNMENT RESPONSIBILITIES CLIN 001 the government shall: Provide a single point of contact to manage the project implementation, obtain resources, schedule government personnel, and review and approve project deliverables. Schedule all government personnel as necessary for implementation activities, and review and approve project deliverables. Ensure that all necessary government IT and clinical personnel as identified by Vendor are available at mutually agreed upon times and dates and for the duration of the project. Ensure that all necessary government IT and clinical personnel as identified by Vendor review and sign off on deliverables. Any changes to deliverables after signing off will be handled through a change order process. Change Order request may be initiated by either the Government or by Vendor. Schedule all on-site services between the hours local time Monday, 7am - 5pm Monday- Friday. Vendor training services are performed in 8-hour days . Assign technical resources that have access and adequate permissions on the Vocera servers and configuration computers. Provide remote access via VPN (site-to-site or government-based) for remote configuration, testing and support with full security access for Implementation Engineer to the Engage server as necessary to complete this statement of work. Changes in functionality or any of the project deliverables requested by the customer will require a Change Order Coordinate and make available all 3rd party implementation resources necessary to deliver project. Provide access to all locations required for system installation, configuration, and training. All work, except for user acceptance testing (UAT), training, and go-live support may be provided remotely. Additional on-site visits may be requested by the customer for an additional cost. Work with Vendor to establish goals and priority with 3rd party vendor(s) for data interface integration. Unless otherwise noted in this document, escalation protocols for alert/alarm notifications will be built in the Engage solution. Up to 10 different alarm types from each integrated input system are included with the quoted professional services. Ensure all integrated systems and devices that impact the Engage platform should be live and stable for a minimum of 30 days prior to going live with the Engage platform. Ensure government wireless network will provide adequate coverage to facilitate the reliable delivery of life critical alerts and alarms. Ensure wi-Fi-only smartphones have a validated VoIP for voice functionality with the Engage platform. CLIN 002 the government shall: Provide a single point of contact to manage annual preventative maintenance, obtain resources, schedule government personnel, and review and approve engagement deliverables. Assign technical resources that have access and adequate permissions on the Vocera servers and configuration computers. Provide remote access via VPN (site-to-site or government-based) for remote configuration, testing and support. Provide Implementation Engineer full security access to the Engage server as necessary to complete this statement of work. CLIN 003 the Government will: Provide space for vendors to complete on-site work located at VA Greater Los Angeles Healthcare System, 11301 Wilshire Blvd., Los Angeles, CA 90073. Plus Administrator to aid with the processing of the VAGLAHS security paperwork and IT systems access. Provide a single point of contact to manage the on-site set-up and annual preventative maintenance, obtain resources, schedule government personnel, and review and approve engagement deliverables. The Government shall provide a desk, telephone, desktop computer, network access, lockable storage area to store Vocera inventory. The Government shall provide access to the Vocera servers, access to VAGLAHS policy and procedure information, and security access to all implemented areas/floors with a few exceptions (narcotics areas, medication rooms, etc.). A Government email account will be provided. A knowledgeable VAGLAHS employed point of contact will ensure Premier Plus Administrator has access/introduction to clinical engineering, infection control, telecom, applications, and network staff as well as key clinical stakeholders. This point of contact shall serve to facilitate relationship with clinicians and access to clinical flows. Government shall require new users attend training session as mandatory. Provide timely information regarding employee additions, changes, and removals to support effective administration of the Vocera database. Provide organizational security standards regarding the number of days inactive accounts are allowed. Provide a Vocera badge configuration computer with a dedicated access point and access to it. Provide access to a high-quality color printing for training materials. Ensure the access points, network infrastructure, hardware and systems software support the requirements for the Vocera Communications System 2.5. Specific Requirements: In the 52-week period of performance contractor absences shall not exceed 2 consecutive calendar weeks. If extended time off is required, the contractor shall notify customer and offer temporary or permanent replacement to minimize disruption to the VA operations. Premier Plus Administrator should complete annual Communication and Engage Certification Training provided by Vocera Inc. and other technical certifications required by Vocera, Inc. The contractor shall provide all supplies, materials (hardware and software), parts, equipment, labor, supervision, management, and transportation to perform all tasks as identified below. The VA will provide a desk, telephone, desktop computer and network access for the Premier Plus Administrator. The Contractor shall hold and save the Government, its officers, and agents, free and harmless from liability of any nature occasioned by the Contractor s performance. Working space and space available shall be as determined by the COR. The Contractor shall confine all operations on Government premises to areas authorized and approved by the COR. Do not store materials and equipment in other than the designated contractor storage areas. CLIN 003 The contractor shall provide day to day support (via email and phone) during business hours as identified in section 2.6. If for any reason any deliverable cannot be met, the contractor is required to explain why (include the original deliverable due date) in writing to the Contracting Office (CO), including a firm commitment of when the work shall be completed. This notice shall cite the reasons for the delay, and the impact on the overall project. Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor. REPORTING REQUIREMENTS: The contractor shall provide the clinical designee with monthly written progress reports. These are due to the clinical designee by the end of each month throughout the period of performance. The progress report will cover all work completed during the preceding month and will present the work to be accomplished during the subsequent month. This report will also identify any problems that arose and a statement explaining how the problem was resolved. This report will also identify any problems that have arisen but have not been completely resolved with an explanation. Travel expenses incurred by contractor to and from VA Greater Los Angeles Healthcare System to complete the work outlined in this SOW shall be borne by the contractor. CONFIDENTIALITY AND NONDISCLOSURE The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the contract. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this requirement. No information shall be released by the contractor. Any request for information relating to this requirement, presented to the contractor, shall be submitted to the CO for response. Press releases, marketing material, or any other printed or electronic documentation related to this requirement, shall not be publicized without the written approval of the CO. 2.6. Security Requirements All contractor employees who require access to the Department of Veterans Affairs computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Security and Investigations Center prior to contract performance. This requirement is applicable to subcontractor personnel requiring the same access. If the security clearance investigation is not completed prior to the start date of the contract, the employee may work on the contract while the security clearance is being processed, but the contractor will be responsible for the actions of those individuals they provide to perform work for the VA. Position Sensitivity The position sensitivity for this effort has been designated as moderate risk. Background Investigation The level of background investigation commensurate with the required level of access is Background Investigation (NACI). Information System Security The contractor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard contract language, conditions laws, and regulations. The contractor s firewall and web server shall meet or exceed the government minimum requirements for security. All government data shall be protected behind an approved firewall. Any security violations or attempted violations shall be reported to the VA project manager and VA Information Security Officer as soon as possible. The contractor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification accreditation. Security Training All contractor employees and subcontractors under this contract or order are required to complete the VA's on-line Security Awareness Training Course and the Privacy Awareness Training Course annually. The Privacy Awareness Training requirement may be fulfilled under additional privacy awareness training options, based on the prerogative of the Contracting Officer, pending assigned VA duties of the contractor employees and subcontractors under this contract.  Contractors must provide signed certifications of completion to the CO during each year of the contract.  This requirement is in addition to any other training that may be required of the contractor and subcontractor(s). SECURITY INCIDENT INVETSTIGATION: The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR or clinical designee, and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. LIQUIDATED DAMAGES FOR DATA BREACH: Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. The contractor/subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. SECURITY CONTROLS COMPLIANCE TESTING On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time. TRAINING (PRIVACY/SECURITY) All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training before being granted access to VA information and its systems. Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior before being granted access to VA information and its systems. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. The Certification and Accreditation (C&A) requirements do not apply, and a Security Accreditation Package is not required for this SOW. RECORDS MANAGEMENT The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) 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. COMPLIANCE AND BUSINESS INTEGRITY The VA Greater Los Angeles Healthcare System has a CBI Program. If the contractor detects and/or suspects any noncompliance relative to the revenue cycle when providing treatment to our veterans, he/she is to notify the Contracting Officer s Representative (COR) or the VA Greater Los Angeles Healthcare System CBI Officer. CBI Awareness training is available on the Talent Management System website. Any contract staff who does VA work is required to take basic compliance awareness training, annual CBI refresher training. Job-specific training may be required for staff in specific positions that relates to the revenue cycle. Contact the VA Greater Los Angeles Healthcare System CBI Officer or COR for examples of CBI training that would satisfy this requirement. The contractor is to show proof of completing this training by submitting a completed copy of the VISN 22 CBI Certification Form to the COR. You may contact the VA Greater Los Angeles Healthcare System CBI Officer for more information regarding CBI training. GOVERNEMENT FURNISHED EQUIPMENT VA policy prohibits the use of personally owned equipment for official U.S. Government business involving the processing, storage, or transmission of federal information unless a waiver is obtained. If the use of personally owned equipment (OE) is planned, a waiver must first be in place. Contractor supplied equipment, PCs of all types, equipment with hard drives, etc. that will be used for contract services, must meet all security requirements that apply to Government Furnished Equipment (GFE) and Government Owned Equipment (GOE) as identified in VA Directive 6500 and other VA policy as may be applicable (see VA Handbook 6500 for waiver content and format). Security requirements this equipment must meet, include: a) VA Approved Encryption Software must be installed on all laptops or mobile devices before placed into operation, b) Bluetooth equipped devices are prohibited within the VA; Bluetooth must be permanently disabled or removed from the device, c) Equipment must meet all sanitization requirements and procedures before disposal, d) All remote systems (VAGFE and OE) must be equipped with and use VA Approved Antivirus Software and a personal (host-based or enclave based) firewall that is configured with a VA Approved Configuration. The COTR, CO, the Project Manager, and the ISO must be notified and verify all security requirements have been adhered to. The C&A requirements do not apply, and a Security Accreditation Package is not required. 2.7. Period of Performance. The period of performance will be one year. Working hours will be Monday-Friday from 7am to 5pm. CLIN 001 period of performance shall not exceed 2 months. Work at the government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). CLIN 002/CLIN 003 period of performance is 1-year. Work at the government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO) The Premier Plus Administrator hours of availability shall be hours 07:00a.m.-5:00p.m. Monday through Friday excluding federal holidays. The services shall be delivered for one year from the period of performance start date for a total of 1,800 hours. a. National Holidays: 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 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 b. If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America. 2.8. Contractor Personnel Background Requirements. Contractor Responsibilities Background investigations from investigating agencies other than OPM are permitted if the agencies possess an OPM and Defense Security Service certification. The Vendor Cage Code number must be provided to the Security and Investigations Center, which will verify the information and advise the contracting officer whether access to the computer systems can be authorized. The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship, and are able to read, write, speak, and understand the English language. The contractor shall submit or have their employees submit the required forms (SF 86 or SF 85P, SF 85P-S, FD 258, Contractor Fingerprint Chart, VA Form 0710, Authority for Release of Information Form, and Optional Forms 306 and 612) to the VA Office of Security and Law Enforcement within 30 days of receipt. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the affected employee from working under the contract. Failure to comply with contractor personnel security requirements may result in termination of the contract for default. Government Responsibilities The VA Office of Security and Law Enforcement will provide the necessary forms to the contractor, or to the contractor s employees, after receiving a list of names and addresses. Upon receipt, the VA Office of Security and Law Enforcement will review completed forms for accuracy and forward the forms to the office of Personnel Management (OPM) to conduct background investigations. The VA Office of Security and Law Enforcement will notify the CO, and contractor, of adjudication results received from OMB. Upon being notified about a favorable determination, the CO may issue a notice to proceed to the contractor. . 2.9. Contractor Employees a. The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC). b. Badge. Contractor shall obtain a Contractor I.D Badge from the VA Police. All Contractor personnel are required to wear I.D Badge during the entire time on VA facility. The I.D Badge MUST have an identification picture and shall state the name of the individual and the company represented. c. PARKING: It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations. d. Smoking is strictly prohibited on the grounds of any VHA facility. Per VHA Directive 1085 dated March 5, 2019, it is VHA policy that all VHA health care facilities, including hospitals, community clinics, administrative offices, and Vet Centers, will be smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019. There will no longer be designated smoking areas. 2.10. Insurance Coverage a. The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of California laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract. b. The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract. c. Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer. d. The Contractor shall furnish to the Contracting Officer within fifteen (15) days of award an Official Certification from the insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished at least thirty (30) days prior to the expiration date of the current insurance policy. The phrase will endeavor is not acceptable terms to the Government and such coverage carrying that phrase will be rejected and services may not be rendered until proper certificate is issued. 3. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-01, dated 10/10/2019. The following provisions and clauses apply to this solicitation and can be found in enclosure 2. 3.a. FAR 52.212-1, Instructions to Offerors Commercial Items 3.b. FAR 52.212-2, Evaluation -- Commercial Items 3.c. FAR 52.212-4, Contract Terms and Conditions -- Commercial Items 3.d. FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items 3.e. Supplemental Insurance Requirements 3.f. VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside 3.g. VAAR 852.219-74, Limitations on Subcontracting Monitoring and Compliance 3.h. FAR 52.233-2, Service of Protest 3.i. VAAR 852.233-70, Protest Content/Alternative Dispute Resolution 3.j. VAAR 852.233-71, Alternative Protest Procedure 4. Submit written offers in accordance with the following instructions, as well as Addendum to FAR 52.212-1, Instruction to Offerors. Oral offers will not be accepted. Complete and submit enclosure 1, capabilities statement and past performance via email no later than 10am PST Monday, August 5th, 2024, to ositadima.ndubizu@va.gov. Ensure the following are completed and/or included in the quote packet: 4.3.a. Vendor Information with UEI number (Company info and quote should be on the Enclosure 1 form) 4.3.b. Acknowledgement of amendments along with your Capabilities Statement and Past Performance 4.3.c. Concurrence/non-concurrence with solicitation terms, conditions, and provisions 4.3.d. Schedule of services 4.3.e. FAR 52.212-3, Offeror Representations and Certifications -- Commercial Items 4.3.f. FAR 13.106-2(b)(3), Evaluation of quotations or offers. Your quote evaluation will be based on price and your ability to provide the following: Capabilities statement showing that they can perform the tasks listed in section 2.3, Scope. Past Performance: Any prior experience in providing Vocera Clinical Integration. Vendor must be an authorized reseller for Vocera products and services. Vendor must provide proof their technicians and administrators are fully qualified to perform the tasks required.