7A20--Automated Infrastructure Work Order, Preventative Maintenance, Tracking and Monitoring Platform

This is Sources Sought announcement only this is not a Request for Quote. The purpose of this notice is to conduct market research and obtain information from qualified vendors with special interest. No solicitation is being issued at this time. 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 responses must be received by Thursday, July 28, 2022 by 4:00PM (EST) to the point of contact listed below. 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. The U.S. Department of Veterans Affairs, Network Contracting Office 2, (VISN2) anticipates a purchase order for the following: Automated Infrastructure Work Order, Preventative Maintenance, Tracking and Monitoring Platform to be used across VISN2 Medical Centers. The appropriate NAICS Code is 511210 Software Publishers. Interested vendors are reminded that in accordance with FAR 4.12, prospective contractors shall complete electronic annual representations and certifications in conjunction with FAR 4.11 required registration in the System for Award Management (SAM) database prior to award of a contract. A formal RFQ may be issued upon receipt of information pertaining to this Sources Sought Notice. If you are capable of providing the required item, please send your responses via email NLT Thursday, July 28, 2022 by 4:00PM (EST)), to Sam DeMuzio, Contracting Officer, at sam.demuzio@va.gov. Responses to this notice shall include the following: (a) company name, (b) address, (c) socio-economic status, (d) point of contact, (e) phone, fax, and email, (f) DUNS number, (g) Cage Code, (h) Tax ID Number, and must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor and provide the commodities described below. The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Notice to Potential Offerors: All Offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM located on the web at www.sam.gov). It is desirable that any Offeror to have completed their business Online Representations and Certifications Application (ORCA). Additionally, all Service-Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. Requests for information and resultant responses shall be submitted directly to the contracting officer, Sam DeMuzio at sam.demuzio@va.gov. NO TELEPHONE CALLS WILL BE ACCEPTED. SCOPE OF WORK DEPARTMENT OF VETERANS AFFAIRS VA NEW YORK/NEW JERSEY VETERANS HEALTHCARE NETWORK VISN 2 PURPOSE Implement, deploy, and subscribe to an automated infrastructure Work Order, Preventative Maintenance, Tracking and Monitoring Platform to be used across VISN2 Medical Centers. The SOW is to purchase subscription to the platform and implemented for use by VISN2 medical facilities. VISN2 Medical centers are required to utilize an automated asset management tool to allow management, monitoring, and documenting, and tracking of facility work orders, capital assets inventory, critical equipment preventative maintenance, and compliance inspections and testing. VISN2 Capital Asset Management Office Leadership require VISNs to maintain oversight of facilities engineering operations, preventative maintenance, work orders, and compliance. To do so, an automated single platform is required to maintain the oversight and ensure compliance. The platform shall improve facilities maintenance and operations programs, which impact patient care as well as improve facilities compliance with regulatory agencies such as The Joint Commission, CARF, OIG, OSHA, EPA, VHA, NFPA and more. The procurement of the proposed platform is only for subscription of the system. BACKGROUND Currently VISN2 does not own or utilize an automated work order, preventative maintenance, and capital asset inventory system. The lack of tracking, documenting, and monitoring repairs, critical utilities, and equipment PMs has become a critical task and will impact compliance with federal, state, and local requirements. SCOPE OF WORK The vendor shall provide subscription access to an automated platform to include the following: Asset Management Software that allows locationally track building assets, data, documents, and photos on oor plans in an intuitive point-and-click interface. Streamline operations, reduce risk, and drive mission-critical initiatives. Space and asset mapping software, service request portal, work order tracking and preventive maintenance scheduling to streamline facility operations. Cloud-based Unlimited users Location-based space and asset mapping Robust photo and document management Asset relationships QR coding tool for asset tracking XLSX exporting of data for analysis Customizable asset management Desktop, laptop, tablet and mobile phone interface Flexible, customizable permissions Service Request Portal for occupants to submit tickets Customizable Issue Types and Maintenance Trade Tracking Automated work order assignment based on customizable work ows Asset Work Order history tracking Two-way communication between requesters and users Location-based work orders Preventive Maintenance Scheduling Visual KPI reporting dashboard Service Request Portal for occupants to submit tickets Asset Work Order history tracking Sends confirmation email when requests are made and completed Automated tracking to show history FACILITIES Station Number Facility Name Bldgs. Total-SF 526 Bronx VAMC 11 1,092,172 528 Buffalo VAMC 13 1,093,065 528A4 Batavia VAMC 13 279,597 528A5 Canandaigua VAMC 60 894,944 528A6 Bath VAMC 39 522,040 528A7 Syracuse VAMC 9 1,167,990 528A8 Albany VAMC 23 861,215 528GM Rome VA CBOC 1 103,724 561 East Orange VAMC 14 929,658 561A4 Lyons VAMC 31 990,000 620 Montrose VAMC 39 905,056 620A4 Castle Point VAMC 41 552,244 630 Manhattan VAMC 7 1,165,730 630A4 Brooklyn VAMC 12 981,644 630A5 St. Albans VAMC 19 659,825 632 Northport VAMC 29 1,186,930 Totals 361 13,385,834 PERFORMANCE REQUIREMENTS Vendor shall perform the following tasks as part of the implementation process: Collect data from each medical center Develop floor plans for each building at each facility, locate assets (Equipment) on the appropriate location on the floor plan, attach inspection/testing/PM checklist and code reference materials to each asset Provide a survey team to tag each piece of equipment with a unique bar code for monitoring and tracking purposes Set up platform for each medical center Train users based on level of access such as Admin, Customer, Manager, Technicians Provide platform updates when necessary PERIOD OF PERFORMANCE The period of performance shall be for one (1) Base Year of 12 months and Four (4) 12-month option years. The Period of Performance reads as follows: ASSESSMENT, AUTHORIZATION, AND CONTINUOUS MONITORING 1. The information system solution selected by the Contractor shall comply with the Federal Information Security Management Act (FISMA). 2. The vendor shall comply with FedRAMP requirements as mandated by Federal laws and policies, including making available any documentation, physical access, and logical access needed to support this requirement. 3. Following guidance from the Federal CIO, VA will utilize existing JAB ATO or agency ATO issued by another agency as a starting point for FedRAMP requirements. If neither of those exist, VA will sponsor FedRAMP ATO. VA will be using the FedRAMP baselines as a starting point, since they are specifically tailored for cloud services. 4. The vendor shall, where applicable, assist with the VA ATO Process to help achieve agency authorization of the cloud service or migrated application. 5. The vendor shall complete a FedRAMP System Security Plan (SSP) and supporting documentation within 45 days after contract award. (If Data Security Categorization is High Impact, this will be due 85 days after contract award.) 6. The vendor shall complete a Third-Party Assessment Organization (3PAO) Security Assessment Plan (SAP) within 90 days after contract award. (If Data Security Categorization is High Impact, this will be due after 130 days after contract award.) 7. The vendor shall complete a 3PAO Security Assessment Report (SAR) within 140 days after contract award. (If Data Security Categorization is High Impact, this will be due 180 days after contract award.) 8. The vendor shall afford VA access to the vendor s and Cloud Service Provider s (CSP) facilities, installations, technical capabilities, operations, documentation, records, and databases. 9. If new or unanticipated threats or hazards are discovered by either VA or the vendor, or if existing safeguards have ceased to function, the discoverer shall immediately bring the situation to the attention of the other party in accordance with the security addendum B. 10. The vendor shall not release any data without the consent of VA in writing. All requests for release must be submitted in writing to the Contracting Officer s Representative (COR)/Contracting Officer (CO). 11. In order for live VA data to be used in this system, a FedRAMP Authorization and Agency ATO will be required. Deliverables: A. FedRAMP System Security Plan (SSP) and supporting documentation B. VA Implementation Diagram: This is a VA specific architecture diagram demonstrating the proposed implementation of this system at VA (VAID) C. 3PAO Security Assessment Plan (SAP) D. 3PAO Security Assessment Report (SAR)