J063--PACS Maintenance & Support Service VA Northern Indiana Healthcare System (NIHCS)

Sources Sought Notice Sources Sought Notice Page 8 of 8 Sources Sought Notice *= Required Field Sources Sought Notice Page 1 of 8 SUBJECT* PACS Maintenance & Support Service VA Northern Indiana Healthcare System (NIHCS) GENERAL INFORMATION CONTRACTING OFFICE S ZIP CODE* 44131 SOLICITATION NUMBER* 36C25023Q0085 RESPONSE DATE/TIME/ZONE 11-29-2022 16:00 EASTERN TIME, NEW YORK, USA ARCHIVE 60 DAYS AFTER THE RESPONSE DATE RECOVERY ACT FUNDS N SET-ASIDE PRODUCT SERVICE CODE* J063 NAICS CODE* 561621 CONTRACTING OFFICE ADDRESS Department of Veterans Affairs Network Contracting Office (NCO) 10 6100 Oak Tree Blvd., Suite 490 Independence OH 44131 POINT OF CONTACT* Harvey J. McGowan [email protected] [email protected] 216-447-8300 x3792/3793 PLACE OF PERFORMANCE ADDRESS Northern Indiana VA Medical Centers 2121 Lake Ave. Fort Wayne, IN 46835 DESCRIPTION SOURCES SOUGHT NOTICE This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This notice is intended strictly for Market Research. This is a Request for Information only. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The Department of Veterans Affairs VISN 10 Network Contracting Office 10, serving Indiana, Michigan, and Ohio VA Medical Centers, is conducting a market survey to help determine the availability and technical capability of qualified service-disabled veteran-owned small businesses (SDVOSB), veteran-owned small businesses (VOSB), small businesses, and/or HUBZone small businesses capable of serving the needs identified below. This source sought is for open market as well as Federal Supply Schedule services. The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business or large business), relative to NAICS code 561621 (Security Systems Services). Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on the government-wide point of entry business opportunities website http://www.sam.gov later, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. Background The VISN 10 VA medical facilities is seeking a contractor to perform a non-personnel services contract in which the contractor shall provide LENELS2 upgrade and sustainment for Fort Wayne and Marion VA Medical Centers in Indiana. The VA medical facilities is seeking to procure maintenance services for the LENEL2 system that can meet or exceed our required specifications. As a result of this sources sought and market research, a solicitation may be publicly posted to SAM.gov, as well as sent to interested vendors regarding this requirement. The goal of this sources sought is to establish if there may be any small business vendors that can satisfy this requirement. Please advise if you can provide the service. Please submit all information to Contracting Specialist Harvey J. McGowan. via e-mail: [email protected] by Tuesday, November 29, 2022, 4:00pm EST. Anticipated Period of Performance: January 1, 2023, through December 31, 2023, with 4 one-year options. The intended delivery period shall be within 30 days or less after award. Confidentiality of Information In accordance with FAR 52.227-14(b), the contractor shall guarantee strict confidentiality of the information/data that it is provided by the Government during the performance of the contract. The Government has determined that the information/data that the Contractor will be provided during the performance of the contract is of a sensitive nature and cannot be disclosed in any manner. The Contractor, in whole or in part, can only make disclosure of the information/data, after the Contractor receives prior written approval from the Contracting Officer. Whenever the Contractor is uncertain about the proper handling of information/data under the contract, the Contractor shall obtain a written determination from the Contracting Officer. Interested firms responding to this source sought notice must adhere to the following: (a) Provide a capability statement demonstrating relevant experience, skills, and ability to fulfill the Government's requirements for the above. The capability statement should contain enough sufficient detail for the Government to make an informed decision regarding your capabilities; however, the statement should not exceed 10 pages. (b) The capability statement must identify the responder's business type and size. (c) The capability statement must provide company name and address, point of contact, phone/fax/email and NAICS Code(s). (d) All capability statements must be submitted electronically no later than 4:00pm eastern standard time on Tuesday, November 29, 2022, to Contracting Specialist Harvey J. McGowan, [email protected]. *To receive consideration as a SDVOSB or VOSB the firm must be registered and verified in the VIP database at www.vip.vetbiz.gov. THIS NOTICE IS NOT A REQUEST FOR QUOTES. This 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. Any organization responding to this 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. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published on the System for Award Management (SAM.gov) website. However, responses to this notice will not be considered adequate responses to a solicitation. Confidentiality, No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). A determination by the Government to proceed with the acquisition as a set-aside is within the discretion of the Government. If capability statements are not received from at least two responsible businesses by the response date or if the Government determines that no small business concerns can perform this requirement based upon an evaluation of the capability statements submitted, the Government may proceed with a full and open competition. REQUIRMENTS: LENELS2 Physical Access Control System (PACS) Upgrade and Sustainment for NINVAMC (Fort Wayne & Marion) Part 1. GENERAL Introduction. The Department of Veterans Affairs requires a non-personnel services contract in which the contractor shall provide LENELS2 upgrade and sustainment for Fort Wayne Hospital and Marion Hospital (VAMC) in Indiana. Background The Fort Wayne Hospital and Marion Hospital Physical Access Control System (PACS) has an LENELS2 Technology, Homeland Security Edition (HSE), Security Management System (SMS) current version is 8.0. The LENELS2 Symmetry platform software is installed on a VA owned virtual server. Each security device is connected via the VA OIT network and is assigned an IP address that is behind a network Access Control List (ACL) which adds to the complexity of the system. Please note that the LENELS2 system currently does not need to be FICAM compliant. C. Scope The contractor shall provide full-service maintenance and programming contract that includes replacement parts for failed system components, software updates, Software Support agreements, labor, and travel during the hours of 8am to 5pm, Monday through Friday, except for High Priority service requests (see specific task 3.4.1), which shall be responded to regardless of day or time. The contractor shall perform a system inspection and operability check to insure 100% system operability and stability. The contractor will ensure all existing hardware is compatible with the installed software and installed properly and in accordance with LENELS2, Department of Veterans Affairs, as well as device manufacturer requirements. The contractor will update, and continue to keep up to date, all software within the LENELS2 system to the latest versions, including the Site Support Agreement (SSA), throughout the entirety of the contract. Future construction projects and building additions completed by Fort Wayne Hospital and Marion Hospital will be responsible for adding and programming new cards readers. The contractor, however, shall maintain these new card readers including purchase of licenses, as outlined in this performance work statement (SOW). The contractor may assume that approximately 150 new card readers will be installed by the government during the duration of this service agreement. It is also important to note that this contract DOES NOT include the following: Does not include physical maintenance of the VA s virtual server Does not include maintenance of the VA s Cisco POE+ switches Does not include new installs/activations for building additions by 3rd party contractors (but maintenance is required after the 1-year warranty period has elapsed) The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to provide LENELS2 PACS upgrade and sustainment for Fort Wayne Hospital and Marion Hospital as established in this Performance Work Statement (SOW) and in accordance with terms and conditions established in the contract for the following location(s) but not limited to: Fort Wayne VAMC 2121 Lake Ave Fort Wayne IN. 46835 Marion VAMC 1700 E.38th Street Marion IN. 46953 Annex Fort Wayne 2500 E. State Blvd. Fort Wayne IN. 46805 Peru (Hoosier Clinic) CBOC 1496 West Hoosier Blvd Peru IN. 46970 Muncie CBOC 3401 N Morrison Rd Muncie IN. 47303 Part II. Requirements Technical CERTIFICATIONS. The Contractor shall know and comply with HSPD-12, UL2050, FICAM, FIPS 201 standards. The contractor shall be an LENELS2 Certified Reseller in good standings with LENELS2 and must have a Certified Systems Engineer ICAM PACS (CSEIP) on staff. The contractor must provide a copy of their LENELS2 certification card, showing they are in good standing. The contractor shall have The PM must possess LENEL Onguard Advanced Integrator certification at minimum. A LENEL Onguard Enterprise Architecture or Master Technician certification is preferred. The contractor shall have at minimum (2) current Certified Symmetry Essentials LENELS2 Installers. This is needed to always maintain a high level of support. All work performed on LENELS2 Servers and Workstations by the Contractor must also be performed by a Certified Symmetry Essentials LENELS2 Installers. The Contractor shall have a System Administrator that possess a LENEL Onguard advanced integrator certification. The System Administrator must possess a journeyman s skill level of four (4) years of experience in the operation and maintenance of the previously mentioned physical security systems. Technicians shall possess at least two (2) years of experience in the operation and maintenance of the previously mentioned physical security systems and are preferred to have a LENEL Onguard Integrator/Installer certification or equivalent. The locations of these new card reader installations will be determined by Fort Wayne Hospital and Marion Hospital Physical Security Specialist, Department of Veterans Affairs Physical Security and Resiliency Design Manual and VA Handbook 0730/4. Hardware - The contractor shall provide spec sheet submittals for all equipment that is used. The contractor shall also be responsible for verifying and correcting any software configuration errors within the LENELS2 system including but not limited to the LENELS2 platform software on the VA owned virtual server and the SQL database. The contractor will provide support in correcting the current configuration to include but not limited to hours, time codes, holidays, schedules, predefined, and triggers. All work listed above will be covered under this contract before the system can be cleared as being stable. IDENTIFICATION, LABELING AND CREATION OF CAD DOCUMENTS. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to identify, label and create CAD documents summarized as follows: The contractor shall label all readers and both end of wires inside the existing LENELS2 enclosures. The contractor shall create AutoCAD documents for all security equipment with locations of readers, encoders, enclosures, and badging station. The contractor shall add AutoCAD drawings as required into the LENELS2 system and configured to work with alarms within the software. The contractor shall provide hard copy AutoCAD drawings to the Police Service Physical Security Specialist. The contractor shall identify all wiring, programming, and installation issues and correct to LENELS2 standards. The contractor shall verify all existing floor plan graphics are accurate and shall maintain/update graphics for all new installs under this scope and additions built by 3rd party contractors (see site description for anticipated quantity of new card readers to be installed and programmed by 3rd party contractors. Fort Wayne Hospital and Marion Hospital will provide all floor plan files in AutoCAD format gov t furnished information. During new equipment and door installations, the onsite supervisor must have his or her 30-hour OSHA card. Onsite techs must have their 10-hour OSHA card. Deliverables a. SUPPORT REQUESTS AND REPORTS. The contractor shall provide a Web Based Support Site so that Fort Wayne Hospital and Marion Hospital staff can request and track all support calls. The website must give Fort Wayne Hospital and Marion Hospital System the ability to open support tickets and track status, 24/7. Fort Wayne Hospital and Marion Hospital shall have the ability to login to the support website and run reports of past support tickets every quarter. This is required in accordance with policy due to this being a high- priority of the system. MANDATORY REPORTS. Ad Hoc Reports and Data Calls. The contractor shall provide ad hoc reports and respond to data calls on an as needed basis as requested by either the COR or CO. 2. HIGH PRIORITY SUPPORT REQUEST. The contractor shall provide Fort Wayne Hospital and Marion Hospital, whenever the LENELS2 system is experiencing a 50% to 100% system outage, or a server is down, a 2-hour call back after the work request has been submitted and a 4 hour, (weather permitting) on-site response. This will also include High priority doors to sensitive areas to include but not limited to the following: 2.1 Canteen Office. 2.2 Agent Cashier 2.3 Pharmacy Drug Storage areas 2.4 IT Server Room and Data Closets 2.5 Telephone Equipment room 2.6 Evidence Storage room 2.7 Weapon Storage/Armory 2.8 Laboratory 2.9 Nuclear Medicine Hot room 2.10 IT Equipment Storage room 2.11 Pharmacy Dispensing Areas 2.12 Inpatient Wards and Treatment Areas 2.13 Police Operations Office 2.14 Inpatient Wards and Treatment Areas 2.15 Police Operations Office 2.16 Commercial Electric, Telecommunications/Data Connections areas 2.17 Warehouse 2.18 Pharmacy Cache PIV Room LOW TO MEDIUM PRIORITY SUPPORT REQUESTS. The contractor shall provide an LENELS2 certified technician onsite with 24 to 72 hours if the LENELS2 system is experiencing up to a 50% system outage which shall include all other areas not listed above. REMOTE SYSTEM ACCESS. The preferred method of technical support is on-site, however, when issues arise that require more critical LENELS2 support, a method of on-line support via VA staff workstation is available for limited use. The contractor shall only remote access the CBOC s LENELS2 system from Fort Wayne Hospital and Marion Hospital. In addition, the contractor shall provide software updates to client computers located at the CBOC s onsite at the CBOC. SYSTEM SOFTWARE AND LICENSING. The contractor shall update all existing LENELS2 system software and licenses (including SSA s) to keep the system current and operating properly. Any new software or licenses that may be required will be installed and maintained by the contractor. After each software upgrade, the contractor will be required to verify proper operation of the card readers (including both campuses and any areas added in future projects or MODs to the contract) a. See Appendix #1 for a list of the current licenses installed in the system. This list may change as new devices are added to the system under this contract and future building addition contracts. CONTROL CABINET BACKUP BATTERIES. The contractor shall ensure that all control cabinet backup batteries are replaced within 90 days of contract award, and again every 2 years. YEARLY OPERATOR TRAINING. The contractor will provide on-site operator training on the system, (within 30 days of contract award and renewal), for new Employees and for all new system operating options yearly. Scheduling of training will be coordinated through Fort Wayne Hospital and Marion Hospital Physical Security Specialist. DISCLAIMER This Sources Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Notice.