J063--Temperature and Humidity Monitoring System & Services BPA for VISN 20 Locations

Active

Contract Opportunity

Notice of Sources Sought

The purpose of this Sources Sought Announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB), and Small Businesses interested and capable of providing the services requested, as well as any large businesses. The results from this source sought notice will be used to determine the appropriate set-aside.

The intended contract is a firm-fixed price service contract.

The SBA Non-Manufacturer Rule is not applicable as the intended contract is for services.

The Department of Veterans Affairs, NCO20 is looking for manufacturer authorized service providers of the following requirement:

A blanket purchase order (Base + 4 Option Years) for humidity monitoring services, hardware, installation, and NIST certification. See Statement of Work below.

The system must be one from the list of authorized VA Technical Reference Model.
Name
ViewPoint Continuous Monitoring Software (CMS) Currently in use at the site
TempTrak Currently in use at the site
TempTrend
MouseOx Plus
Centrak BACNet Connector
CenTrak Prism
Data Capture
Elitechlog Software
Escort Console Pro
f.lux
FlashLink Program Manager
FusionLive
Hazard Analysis Critical Control Points (HACCP) Manager
HemaLog
HWMonitor
liberoCONFIG
LogTag Analyzer
OceaView
Portable Data Logger
Red Lion Crimson
Rotronic Monitoring Solutions (RMS)
Seek Scan Thermal Imaging Software
TempTale Manager Desktop (TTMD)
EasyLog Cold Chain
AcqKnowledge for Stellar Telemetry
Advanced Remote Monitoring System (ARMS)
Artel Pipette Calibration System (PCS)
Belimed Infection Control Software (ICS)
BURLODGE BWise Software
Centron Presidio
DicksonWare
EasyLog Universal Serial Bus (USB)
eNcounter
Extech TH10
Fyrite User Software
Interactive Data Hall
Isensix Guardian
MaxTemp
MobileView Platform
NET232 Plus Installer
NeuLog Software
Pulse Critical Monitoring and Control (CMC)
Red Giant Magic Bullet Mojo
Safe-Temp2
Serial Data Communication (SEDACOM)
SteamEye
Supermicro Power Manager (SPM)
T-DOC Cycle
TileFlow
Turner Scientific Sensory Sentinel
TView
Ultranalysis Suite (UAS)
VersaTrak
VitalsBridge Connector
EcoStruxure IT Data Center Expert
EthoVision Extra (XT)
Nlyte Energy Optimizer (NEO)
Power Tools for Windows
EasyLog 21CFR (Title 21 of the Code of Federal Regulations)
viewLinc Enterprise Server

Required Information in Your Response to Sources Sought:
In order to be considered a valid source that can impact the set-aside determination of a possible future solicitation, potential contractors shall provide, at a minimum, the following information to peter.park2@va.gov by below response deadline:

1) Company name, address, and point of contact, phone number, e-mail address, and UEI.

2) Please identify your company s size in comparison to the anticipated North American Industry Classification System (NAICS) code 334513 Instruments and Related Products Manufacturing for Measuring, Displaying an Controlling Industrial Process Variables. To be considered a small business your company must have less than 750 employees. This notice is to determine the marketplace for this specific requirement. Please check one of the following:

[ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB)
[ ] yes [ ] no Veteran Owned Small Business (VOSB)
[ ] yes [ ] no Small Business Manufacturers
[ ] yes [ ] no All other Small Business (SB)
[ ] yes [ ] no Other than Small Business

3) Any Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must provide a SBA certification and be registered with U.S. Small Business Administration Veteran Small Business Certification (VetCert) located at https://veterans.certify.sba.gov/.

4) Only authorized service representatives/providers of the manufacturer with access to OEM parts will be considered. No used, refurbished, remanufactured, or counterfeit parts will be allowed. Please provide a proof of authorized service provider letter from the manufacturer for parts and services.

5) Please provide a courtesy quote in response to this request to evaluate price reasonableness for any set-aside determination. (Base + 4 Option Years)

6) Capabilities Statement addressing the requirements in the Statement of Work to include:
References for similar services currently being provided or previously provided at the required service levels as outlined in the Statement of Work.

The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought notice. 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 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 in the System for Award Management (SAM).
Service Address:
Various stations in NCO 20 See SOW for the places of performance

Point of Contact:
Peter Park
Contracting Officer
peter.park2@va.gov

Response Deadline:
11/07/2024 by 3:00pm Pacific Time

Statement of Work:
B.1 DESCRIPTION OF AGREEMENT
Under this agreement, the BPA holder shall provide a web-enabled application, hardware, software, installation, 24/7 remote help desk support, calibration services, and National Institute of Standards and Technology (NIST) certification to wirelessly monitor temperature and relative humidity of refrigerators, freezers, supply closets, storage rooms, Sterile Processing Service, Gastrointestinal (GI) reprocessing areas, some procedure rooms and other areas as identified at VISN20 medical facilities. The VHA facilities within VISN20 listed on this BPA are authorized to order any item listed on the Price/Cost Schedule at the listed price. No items may be ordered off this BPA unless they are listed on the Price/Cost Schedule. Additional, related items may be added without further competition to the Price/Cost Schedule with the award of a Modification by the administering Contracting Officer (CO). The administering CO is the only VHA employee authorized to Modify this BPA.

B.2 OBLIGATION OF FUNDS
This BPA does not obligate any funds. The Government is only obligated to the extent of authorized Task Orders issued under this BPA.

B.3 PRICE/COST SCHEDULE
The Contractor shall provide pricing for each orderable item on the Price/Cost Schedule for any Temperature or Humidity tracking hardware, software, and equipment to include but not limited to the list below.

Wireless Receiver(s)
Room Pressure Monitoring Device(s)
Room Temperature Monitoring Device(s)
Room Humidity Monitoring Device(s)
Refrigerator Temperature Monitoring Device(s)
Freezer Temperature Monitoring Device(s)
Open/Close Door Monitoring Device(s)
Dishwasher Temperature Monitoring Device(s)

Contractor shall provide a detailed list for all Installation and Configuration Fees to install a Temperature and Humidity Tracking System at the ordering facility and configure the system to the specific needs of the facility.

Contractor shall provide a detailed list for all Support, Maintenance, and Training Fees to include annual support, maintenance, additional training, on-site calibration, and NIST recertification of the Temperature and Humidity Tracking System software, hardware, and equipment.

Task Order pricing shall be calculated by incorporating the listed price elements for the Temperature and Humidity tracking hardware, software, equipment, services, and installation fees.

Invoices shall identify each Line Items.
B.4 TERM OF BPA
This BPA is effective from the date of award for a period of 5 years. An annual review will be conducted by the CO, to determine if it is in the best interest of the Government to continue performance of this BPA.

B.5 AUTHORIZED USERS
All properly warranted COs serving VISN20 are authorized to place orders under this BPA.
Government purchase cards may also be used to place orders.

B.6 ORDERING
Task Orders will be placed against this BPA using Outlook Email Messages, Electronic Data Interchange (EDI), FAX Internet portal, paper, or oral communications.

B.7 PURCHASE LIMITATIONS
The Price Ceiling is $7,000,000 over the life of the BPA.

B.8 PERFORMANCE WORK STATEMENT
Background
VISN 20 is comprised of 10 primary medical center campuses as well as numerous smaller community-based outpatient clinics spread throughout Alaska, Idaho, Oregon, and Washington. The exact services offered at each site vary, however, nearly every site is required to monitor temperature and humidity for the storage of food, pharmaceuticals, laboratory supplies, expendable commodities, reusable medical devices, and/or sterile processing supplies as mandated by various VA policies and directives including, but not limited to

VHA Directive 1108.06, Inpatient Pharmacy Services,
VHA Directive 1761, Supply Chain Management Operations, and
AUSH for Health and Operations Memorandum, Storage of Vaccines and Medications in Pharmaceutical Grade Purpose-Build Refrigerators and Freezers at Veterans Affairs Medical Centers.

The systems used by each site vary from single, cohesive compliant systems at the most sophisticated sites, to an ad hoc collection to tools and processes at other sites. In the most rudimentary cases, existing temperature monitoring equipment and processes rely on staff to manually collect recorded data and store documentation. These processes are prone to human error and can cause delay of notifications when a temperature value is out of range.

Scope
This contract will provide the installation and configuration of hardware, software, service support, training, and maintenance of temperature and relative humidity tracking solution. The temperature and humidity tracking will be wireless and accessed by a web-enabled application. Services provided will include help desk support, training, software upgrades, annual calibrations, annual NIST certification, and extended warranty.

General
Upon award of the Task Order, the contractor shall provide to the ordering CO:
Contractor s regular work hours.
Contractor s telephone number for call-in orders during regular work hours.
Contractor s telephone number and instructions for placing Emergency orders after contractor s regular work hours, including weekends.
Contractor s telephone number for expert advice concerning awarded products.
When a Task Order is issued to the Contractor, the Contractor shall provide and install the ordered items within 12 weeks of the order being placed by the VA. Contractor to provide installation schedule to facility POC and/or COR
Delivery schedules, arrangements, and packing slip requirements will be provided in the TO, government purchase card order, or by the CO.
The Contractor s employee shall conduct themselves in courteous and professional manners when interacting with the VA.
The Contractor shall be responsible for assuring that the ordered products are available to meet the requirements ordered.
Contractor shall provide recall notification, regardless of level, to each facility, and to the VISN20 AUS, the facility COR, and ordering CO.
VISN20 AUS, the facility COR, and ordering CO shall be notified immediately of any backorder item(s).
No substitutions will be permitted without approval from the CO or their designated representative.
Deliveries shall incorporate sufficient packing to comply with all applicable federal and/or state standards relating to shipment of these products. Shipping containers must comply with all federal and state regulations (i.e., DOT, DOE, regulations, and standards).
The Contractor shall replace any items received that are determined not fit for use by the user and provide replacement product(s) within 48 hours at no cost to the VA. Reports of item problem(s) must be submitted in writing to the CO prior to requesting replacement item.

Specific Tasks
Wireless Temperature and Humidity hardware, software, service support, and maintenance shall include the following:
Installation of hardware and software based on each site s specific requirements per department, manufacturer s written instructions and industry standards.
Contractor s Software must be compatible and able to interface upon award and is already accepted for use by VHA IT systems whether it be through VA TRM (VA Technical Reference Model) or VA-approved SaaS (Software as a Service).
Training provided to VA staff (identified by facility POC) during the installation and go-live phase.
Continually monitor the ambient temperature, humidity, pressure differential, and open/close door status
Collect and review transmitted values at a minimum 60 second interval against acceptable ranges that are based on location, manufacture recommendations, VA policy, and directives
Provide alerts via email, text message, pop-up menu and audible/visual alarms at the location for transmitted values outside of each device s acceptable parameters and for any rapid change in values prior to the next scheduled interval
NIST certification in compliance with ISO 17025 standards
Building Automation Control Network (BACnet) data communication protocol for building automation and control network compatibility
Provide real-time temperature and humidity data through an interface located within the VA intranet that can be accessed by each designated facility personnel
Data collection, storage, and the ability to retrieve of transmitted values for 1 year
Solution to organize data by group/department
Establish reports and protocols for oversight and reporting to each group/department to include device location and battery status
Unlimited software upgrades/builds upon release at no additional cost to the VA
Unlimited E-Learning and web-based training seminars for temperature and humidity hardware and software
Hardware warranty extended to 3 years, or the manufacturer s standard warranty (whichever is longer)
Defective hardware covered under warranty shall be replaced at no cost to the VA
Help desk support between 7:00 a.m. and 7:00 p.m.
Annual on-site visit by a certified technician of the temperature and humidity monitoring system to perform:
Identification and troubleshooting of all communication errors between the sensors, hardware, and software
Confirmation of proper identification of all hardware within the system
Additional training
Provide and replace transmitter batteries with a low battery alert
Calibration services of transmitters
NIST recertification on site
Provide all calibration certificates
Report of all services and actions taken during site visit will be provided to the COR

Item Specifications
All orderable items that require a government or industry quality level, endorsement, or other quality assurance standard must meet these criteria.
Items purporting to meet these criteria but lacking any proof of doing so are not allowable.
The Contractor shall provide documentation proving the relevant items meet the required criteria upon request by the VISN20 AUS, the facility COR, and ordering CO.
Tasks under this PWS shall be performed in VA facilities located in VISN20. Work may be performed at remote locations with prior concurrence from the VISN20 AUS, ordering CO or designee.

Applicable Documents.
In performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following
44 U.S.C. § 3541, Federal Information Security Management Act (FISMA) of 2002
FIPS Pub 201, Personal Identity Verification of Federal Employees and Contractors, March 2006
5 U.S.C. § 552a, as amended, The Privacy Act of 1974
42 U.S.C. § 2000d Title VI of the Civil Rights Act of 1964
VA Directive 0710, Personnel Suitability and Security Program, September 10, 2004
VA Directive 6102, Internet/Intranet Services, July 15, 2008
36 C.F.R. Part 1194 Electronic and Information Technology Accessibility Standards, July 1,2003
Office of Management & Budget (OMB) Circular A-130, Management of Federal Information Resources, November 28, 2000
32 C.F.R. Part 199, Civilian Health and Medical Program of the Uniformed Services (CHAMPUS)
An Introductory Resource Guide for Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule, October 2008
Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998
Homeland Security Presidential Directive (12) (HSPD-12)
VA Directive 6500, Information Security Program, August 4, 2006
VA Handbook 6500.6, Contract Security, March 12, 2010
VA Enterprise Architecture - Technical Reference Model (https://trm.oit.va.gov).
VA Enterprise Architecture Software as a Service (SaaS) (https://digital.va.gov/marketplace/)

Places of Performance
Alaska VA Healthcare System
1201 North Muldoon Road
Anchorage, AKÂ 99504

Boise VA Medical Center
500 West Fort Street
Boise, ID 83702

VA Portland Health Care System
3710 SW U.S. Veterans Hospital Road
Portland, OR 97239

Roseburg VA Health Care System
913 NW Garden Valley Blvd.
Roseburg, OR 97471-6513

VA Southern Oregon Rehabilitation Center
8495 Crater Lake Hwy.
White City, OR 97503

VA Puget Sound Health Care System
1660 S. Columbian Way
Seattle, WA 98108

American Lake VA Medical Center
9600 Veterans Drive Southwest
Tacoma, WA 98493-0003

Mann-Grandstaff VA Medical Center
4815 N. Assembly Street
Spokane, WA 99205

Vancouver VA Medical Center
1601 East 4th Plain Boulevard
Vancouver, WA 98661-3753

Jonathan M. Wainwright Memorial
VA Medical Center
77 Wainwright Drive
Walla Walla, WA 99362

Alaska
Juneau VA Clinic
709 West 9th Street, Federal Building, Suite 150
Juneau, AK 99801-1807
Fairbanks VA Clinic
2555 Phillips Field Road
Fairbanks, AK 99709-3933
Soldotna VA Clinic
237 West Rockwell Avenue
Soldotna, AK 99669-7412
Mat-Su VA Clinic
865 North Seward Meridian Parkway, Suite 105
Wasilla, AK 99654-7241
Homer VA Clinic
4141 Pennock Street
Homer, AK 99603-7223
Joint Base Elmendorf-Richardson VA Medical Center
5955 Zeamer Avenue, DoD/VA Joint Venture Hospital
Joint Base Elmendorf-Richardson, AK 99506-3702
Idaho
Bonner County VA Clinic
130 McGhee Road, Suite 101
Kootenai, ID 83840
Mountain Home VA Clinic
815 North 6th East
Mountain Home, ID 83647-2207
Salmon VA Clinic
705 Lena Street
Salmon, ID 83467-4208
Caldwell VA Clinic
713 Haystack Way
Caldwell, ID 83605-6981
Coeur d 'Alene VA Clinic
915 West Emma Avenue
Coeur d'Alene, ID 83814-2531
Twin Falls VA Clinic
260 2nd Avenue East
Twin Falls, ID 83301-6242
Lewiston VA Clinic
1630 23rd Avenue, Building 2
Lewiston, ID 83501-6350
Â
Â
Oregon
Eastern Oregon VA Clinic
635 Highway 20 North, Suite 4
Hines, OR 97738-9462
Newport VA Clinic
36 Southwest Nye Street
Newport, OR 97365-3821
Loren R. Kaufman VA Clinic
704 Veterans Drive
The Dalles, OR 97058-9998
West Linn VA Clinic
1750 Southwest Blankenship Road, Suite 300
West Linn, OR 97068-5100
Eugene VA Clinic
3355 Chad Drive
Eugene, OR 97408-7426
Downtown Eugene VA Clinic
211 East 7th Avenue, Suite 220
Eugene, OR 97401-2722
Fairview VA Clinic
1800 Northeast Market Drive
Fairview, OR 97024-7000
Klamath Falls VA Clinic
2225 North Eldorado Boulevard
Klamath Falls, OR 97601-6417
Grants Pass VA Clinic
1877 Williams Highway
Grants Pass, OR 97527-5802
Hillsboro VA Clinic
1925 North East Stucki Avenue, Suite 300
Hillsboro, OR 97006-6945
Lincoln City VA Clinic
4422 Northeast Devils Lake Boulevard, Suite 2
Lincoln City, OR 97367-5000
Robert D. Maxwell Department of Veterans Affairs Clinic
2650 Northeast Courtney Drive
Bend, OR 97701-7639
Brookings VA Clinic
840 Railroad Street
Brookings, OR 97415-9702
La Grande VA Clinic
202 12th Street
La Grande, OR 97850-2879
Morrow County VA Clinic
2 Marine Drive, Suite 103
Boardman, OR 97818
North Bend VA Clinic
2191 Marion Street
North Bend, OR 97459-2314
North Coast VA Clinic
91400 Neacoxie Street, Building 7315
Warrenton, OR 97146-7267
Salem VA Clinic
1750 McGilchrist Street Southeast, Suite 130
Salem, OR 97302-1691
Wallowa County VA Clinic
401 Northeast 1st Street, Suite A
Enterprise, OR 97828-1186
Â
Â
Washington
Vancouver VA Medical Center
1601 East 4th Plain Boulevard
Vancouver, WA 98661-3753
Jonathan M. Wainwright Memorial VA Medical Center
77 Wainwright Drive
Walla Walla, WA 99362-3975
Mann-Grandstaff Department of Veterans Affairs Medical Center
4815 North Assembly Street
Spokane, WA 99205-6185
Edmonds VA Clinic
21616 76th Avenue West, Professional Center, Suite 112
Edmonds, WA 98026-7512
Everett VA Clinic
220 Olympic Boulevard
Everett, WA 98203-1918
Olympia VA Clinic
500 Lilly Road Northeast, Suites 201 and 202
Olympia, WA 98506-5197
Puyallup VA Clinic
11216 Sunrise Boulevard East, Suite 209, Building 3
Puyallup, WA 98374-8848
Renton VA Clinic
419 South 2nd Street, Suite 2
Renton, WA 98057-2234
South Lucile Street VA Clinic
305 South Lucile Street, Suite 103
Seattle, WA 98108-2434
North Olympic Peninsula VA Clinic
1114 Georgiana Street
Port Angeles, WA 98362-4212
Mount Vernon VA Clinic
307 South 13th Street, Suite 200
Mount Vernon, WA 98274-4100
Richland VA Clinic
825 Jadwin Avenue, Suite 250, 2nd Floor
Richland, WA 99352-3589
Silverdale VA Clinic
9177 Ridgetop Boulevard NW
Silverdale, WA 98383-8519
Elwood Bud Link Department of Veterans Affairs Outpatient Clinic
2530 Chester Kimm Road
Wenatchee, WA 98801-8130
Yakima Valley VA Clinic
1211 Ahtanum Ridge Drive
Union Gap, WA 98903
East Front Avenue VA Clinic
624 East Front Avenue, Suite 201
Spokane, WA 99202-2139
Spokane VA Clinic
504 East 2nd Avenue
Spokane, WA 99202-1406
Â
As the VA adds new points of medical care to the several states that constitute the serviced area, the list of locations may be updated with supplemental Modifications.

Hours/Days of Performance
Unless otherwise specified, all contract work is to be performed during regular administrative working hours, 7:00 a.m. to 7:00 p.m. Monday through Friday.
Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).
National Holidays: The 11 Holidays observed by the Federal Government are:
New Year s Day
Birthday of Martin Luther King, Jr.
Washington s Birthday
Memorial Day
Juneteenth National Independence Day
Independence Day
Labor Day
Columbus Day
Veterans Day
Thanksgiving Day
Christmas Day
And any other day specifically declared by the President of the United States to be a National Holiday.

B.9 QUALITY ASSURANCE SURVEILLANCE PLAN

BPA OVERSIGHT
Instances of non-compliance with the BPA will be noted and referred to the administering CO for consideration for action and in performing the annual BPA review. VA employees ordering off the BPA will also be evaluated for their compliance with BPA terms. Instances of non-compliance will be noted and referred to the administering CO and the relevant supervisor for consideration.
The administering CO will perform annual reviews and as required by circumstances. Instances of excellent contractor service will be noted for the same purposes.

TASK ORDER OVERSIGHT
Each ordering location will designate a COR (if sufficient dollar thresholds are reached and subject to ordering CO approval) or Point of Contact (POC), who will be responsible for verifying TO performance. CORs or POCs may designate appropriate VA personnel to assist in monitoring services rendered through one or a combination of the following mechanisms:
1) Facilities will monitor Contractor performance to ensure that services ordered have been rendered in a timely manner. Any incidents of Contractor noncompliance as evidenced by the monitoring procedures will be forwarded to the ordering CO for action and administering CO for annual performance evaluation consideration.
2) Documentation of services performed will be reviewed prior to certifying payment. The COR or POC will perform periodic spot checks and document findings. The VA will pay only for services actually provided and in accordance with the Price/Cost Schedule. COR or POC contract monitoring and recordkeeping procedures will be sufficient to ensure proper payment and allow audit verification that services were provided.
3) COR(s) or POC(s) will provide a written statement annually to the ordering CO and administering CO, to include a summary of contractor actions and a statement that all requirements of the contract have been fulfilled as agreed. This summary evaluation will be submitted 45 days prior to expiration of contract (and/or prior to election of Option Year renewals, if applicable).

PERFORMANCE STANDARDS AND POTENTIAL PENALTIES
The chart below quality assurance surveillance plan (QASP) outlines performance objective, standards, minimum quality levels, surveillance methods, and possible penalties for non-performance, to serve as a guide for Contractor performance evaluation under this BPA. Terms may be tailored and added to on individual TOs. Confirmation of delinquent performance will be made known to the Contractor immediately upon discovery.
Any identified deficiency will be noted by the observer, reported to the cognizant CO, and the CO will be responsible for investigating if the deficiency is founded or not.

Performance Objective
Standard
Minimum
Quality Level
Surveillance
Method
Possible Penalty
Timeliness
Contractor delivers supplies in a timely manner as defined in individual orders, or 2 weeks time if not otherwise specified.
Performance will meet standard 90% of the time
Observation, validated complaints.
Performance
Evaluation to reflect poor performance; 10% reduction of relevant invoice payments
Professionalism
Contractor shall interact with the VA in a courteous and professional manner.
Performance will meet standard 90% of the time
Observation, validated complaints.
Performance
Evaluation to reflect poor performance
Supply availability
Supplies the Contractor states they can provide in the BPA are provided when ordered.
Performance will meet standard 100% of the time
Observation, validated complaints.
Performance
Evaluation to reflect poor performance; termination of contract
Quality of supplies
Contractor-provided items will be qualified and capable of performing as intended.
Performance will meet standard 100% of the time
Observation, validated complaints.
Performance
Evaluation to reflect poor performance; 100% reduction of invoice payment

Attachments/Links