J065--Vitrea Server Services

Active

Contract Opportunity

Sources Sought Notice (SSN)

Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office 16 (NCO16)

This SSN is for market research and planning purposes only and shall not be considered an Invitation for Bid (IFB), Request for Task Execution Plan, Request for Quotation (RFQ), or a Request for Proposal (RFP). Additionally, there is no obligation on the part of the Government to acquire any products or services described in this SSN. Your response to this SSN will be treated only as information for the Government to consider. You will not be entitled to payment for direct or indirect costs that you incur in responding to this SSN. This request does not constitute a solicitation for proposals or the authority to enter negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. The Government does not intend to pay for the
information submitted in response to this SSN.

The North American Industry Classification System (NAICS) for this requirement is 811210 with a size standard of $34.0 Million and Product Service Code (PSC) of J065.

Please note that this is a draft Statement of Work. The approximate start date is 25 February 2025.

Statement of Work (SOW)
Vitrea Server Services
Little Rock/Central Arkansas Veterans Healthcare System (CAVHS)
Little Rock, AR
1. BACKGROUND
1.1 The Vitrea Server at Little Rock (CAVHS) needs to be serviced with ultimate care by trained and certified personnel at all times. A new contract is needed for software maintenance and support.

2. PURPOSE
2.1 The purpose of this requirement is to initiate a new service agreement/contract for the Vitrea Server that is currently being used in the facility. The proposed service agreement/contract would cover all phone support and proprietary software updates for the following time period: Base year of twelve (12) months and four (4) option years that are twelve (12) months in length (for each option year).

3. WORK HOURS AND SCHEDULING ARRANGEMENTS
3.1 Services will be performed only Monday through Friday 8:00 a.m. to 5:00 p.m. Prior to work being performed proper coordination shall be initiated between the contractor and the government to ensure that services/work can be executed when scheduled. Work will not be scheduled or be performed on federal holidays. The Federal Holidays which are observed by the federal government are annotated below.
New Year s Day
Martin Luther King s Birthday
President s Day
Memorial Day
Juneteenth
Independence Day
Labor Day
Columbus Day
Veterans Day
Thanksgiving Day
Christmas Day
Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President s Proclamation).

An alternative schedule (different from the schedule described above) may be utilized if there is mutual agreement between the government and the contractor regarding this alternative schedule.

4. SCOPE
4.1 The vendor shall provide all labor, maintenance, and support necessary to ensure the Vitrea Server functions at full capacity while in use at the facility (to include operating as intended by the manufacturer). Required services for the system include (but are not limited to) the following information/items (listed below). Required services on the equipment shall also include the Deliverables as annotated in Section 5 of this Statement of Work.

4.1.1 The proposed contract shall include a service plan to support and maintain software in good working condition for the Vitrea Server at Little Rock (CAVHS). All services provided shall be in accordance with the Original Equipment Manufacturer (OEM) specifications and guidelines. The scope of work includes OEM software updates for the equipment.
The system covered is as follows:

Description
MX Number
Serial Number
Vitrea Server
598 MX2741890
2M22080543

Work will be performed on the equipment at the following location: CAVHS John L. McClellan Memorial Veterans Hospital, 4300 West 7th Street, Little Rock AR 72205.

5. DELIVERABLES
DELIVERABLE #1:
SOFTWARE UPDATES:
Contractor shall provide software updates as necessary to maintain full functionality of the installed system. All software updates shall be installed by the contractor to current OEM specifications during the performance period of the contract at no additional cost to the government.

DELIVERABLE #2:
SCHEDULING AND CHECK IN:
Prior to work being performed and/or services being executed such work/services shall be scheduled and the facility notified in advance. A mutually agreeable date shall be determined before such work/services begin. (The government may not be in a position to accommodate the contractor without prior notification, coordination, and scheduling of services in advance). Contractor representatives and/or technicians shall check in with the appropriate facility representative when on-site and before beginning work.
DELIVERABLE #3:
REQUIRED REPORTING:
Contractor shall provide the government individual service reports for each occurrence that service is provided. These reports shall be provided via e-mail to the appropriate government representative. The government reserves the right to request hard copies of these reports if needed. Such reports shall include (but are not limited to) the following information.

Name of Contractor

Name of person, representative, and/or technician who performed the work/services

Date, Time (starting and ending), and location for all work performed

Itemized Description of all Work Performed and Services Rendered

Equipment Name, Manufacturer Name, Model Number, and other identifying numbers of equipment that was serviced

Equipment downtime and/or other mission related factors that may or may not impact the future delivery of patient care at the facility

A specified format for the required service reports is not specified. However, such reports shall be thorough and complete enough to demonstrate that all required services have been performed by the contractor and/or contractor representatives for the equipment specified.

The following information is requested in a response to this SSN:
General Company Information:
Name of Company:
Address:
Point of Contact:
Phone Number:
Email Address:
Company Website (if available):
SAM Unique Entity Identifier Number:
Commercial & Government Entity (CAGE) Number:

Business Type (Socio-economic status as it relates to 811210). Please ensure the System for Award Management (SAM sam.gov) indicates this NAICS code if you are interested in the requirement. Please put a check mark or X next to the type of business you are below:
Large
8(a)
HubZone
Small Business
Small Disadvantaged Business
Woman Owned Small Business
Service-Disabled Veteran Owned Small Business
Veteran Owned Small Business

***Note: All Veteran Owned Businesses must be registered in SBA Veteran Small Business Certification (VetCert) at Veteran Small Business Certification (sba.gov) to be considered a Veteran Owned Business. Socioeconomic status (whether Service Disable Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VSOB), Hubzone, 8(a), Woman Owned, Small Disadvantaged, etc.).

If small, does your firm qualify as a small, emerging business, or small disadvantaged business? For all small businesses, to include SDVOSB and VOSB at least fifty (50) percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern.

If disadvantaged, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act. ***

Is this product available under a federal supply schedule (GSA)? If yes, please provide the contract number.
How long has your company provided these products and/or services?
Does your company directly provide this product?
Provide information for any current or past VA contracts for these products and/or services.
Proposed NAICS code (if different from above) Proposed PSC code (if different from above).

All responses to this Sources Sought Notice should be emailed to mailto:carmyn.williams@va.gov. All responses are due by noon on Monday, 16 December 2024.

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