6515--Polysmith System Upgrade & Cerner Interface CS: Tracy Heath

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Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

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Combined Synopsis/Solicitation Notice

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DESCRIPTION
Combined Synopsis/Solicitation Notice

Effective Date: 02/01/2022
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This is a combined synopsis/solicitation for commercial products prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.
This is a Brand Name Request for Quote (RFQ), and the solicitation number is 36C26024Q0218. The Government anticipates awarding a firm-fixed price supply order from this solicitation.
This is a solicitation for Polysmith System & Cerner Interface upgrade. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2024-04 Deviation Jan 2024 Effective January 1, 2024.
This solicitation is Unrestricted open for all sources large & small. The associated North American Industrial Classification System (NAICS) code for this procurement is 334510, with a small business size standard of 1250 employees and the PSC is 6515.
All interested companies shall provide quotations that are Brand Name Only for the following:
Equipment Needed:
Nihon Kohden: PSG (x2 PSG Portables)
Line Item
Quantity
Part Number
Description
1
2 EA
PSACQ-1100/ZA
PSG 1100 acquisition Kit
2
2 EA
PSG-AX-MIC2/ZA
Axis Camera w/ IR and Mic2
3
2 EA
A/NIH8000
Mobile Cart for EMU EEG MEB PSG System
4
2 EA
A/ULHPV6-7
Power Strip, MED Grade 7
5
2 EA
NK-251A
Sony IP Camera Mount, KE-122A/NK-NIH8000
6
4 EA
A/PS12-RA-OD1
PS12 OnDemand Review Analysis Lic (Qty 1)
7
6 EA
A/PS12-ADB-OD1
PS12 Adv DB OnDemand Lic (Qty 1)
8
6 EA
A/PS12-HL-OD1
PS12 HL7 OnDemand Lic (Qty 1)
9
30 Ea
#NK-CUSTOM-RPT
PSG Custom Report, Per Page
10
2 EA
A/TL350HG
Hospital Grade UPS, 330 VA
11
2 EA
TG-980P-ADULT/ZA
Adult EtCO2 Kit for PSG-1100 with Probes
12
2 EA
#NK-ELITE
Elite Support Contract per bed
Nihon Kohden: PSG (HL7 Customization w/Somnoware)
Line Item
Quantity
Part Number
Description
13
1 EA
NBG-SVR/ZA
Neurology server and
storage solution
14
1 EA
#NK-HL7-CUSTOM
Polysmith HL7
Customization
15
1 EA
#NKITSYSTEMSCFG
NK-ITSYSTEMS-CFG

Nihon Kohden: PSG (PSG Review PC)
Line Item
Quantity
Part Number
Description
16
1 EA
A/FLTSCREEN-XB3
24 INCH MONITOR WITH SPEAKERS
17
1 EA
PSGPC-XE3/ZA
PSG ACQ/Review SFF PC with Quad NIC
18
1 EA
A/PS-RA-PCLS-UP1
Polysmith Review & Analysis PC Upgrade 1

Nihon Kohden: PSG (Additional Training)
Lite Item
Quantity
Part Number
Description
19
1 EA
#ADV-PSG-TRAIN
Polysmith Advance
Training Class-3 days
20
1 EA
#ONSITE-IMP-8HR
Up to 8 hrs of implementation services
21
2 EA
#ONSITE-IMP-8HRAD
Up to 8 add l hrs of imp
services

Nihon Kohden: PSG (Disposable PSG Sensors & Supplies)
Line Item
Quantity
Part Number
Description
22
2 EA
A/IL-D1
SLP DSP AD in-lab starter kit
23
2 EA
A/IL-DR1
SLP DSP AD in-lab refill kit
24
2 EA
TL-271T3-N/ZA
NK DSP AD SpO2 probe, Qty. 24
25
2 EA
YG-225T-N/ZA
Adult disp nasal/oral
EtCO2 probe 10\box
26
150 EA
A/13-10200-6010
Prem Disp Gold Cup 60" 10pk
27
2 EA
A/13-41000-0050
MotionWave DSP EMG
electrode-L, Qty. 50
28
4 EA
A/13-41001-0050
MotionWave DSP EMG
electrode-S, Qty. 50
29
6 EA
A/13-40000-0050
DSP dual snap EMG
electrode, Qty. 50

Install Services:
Line Item
Quantity
Part Number
Description
30
1 EA
Install-Solution-N
Install Solution
Equipment Minimum Requirements:

must be Polysmith 12 Equipment
Computer hardware must be compatible with Polysmith 12 software.
Must have two-port NIC card for use in SFF and Tower PCs.
Must include Live View Panel Observer software & license.
Must utilize smart cables for EtCO2 which automatically detects, displays, and measures the associated parameter.
SQL Server instances that support the Polysmith system are stored on VA provided virtual servers on VA premises. Polysmith HL7 Interfaces (Inbound ADT/ORM) are hosted on VA provided virtual servers on VA premises. Polysmith is configured to store sleep study data on VA provided storage on VA premises.
Polysmith uses HL7 for communication with third party systems.
Clinical reports generated within Somnoware cloud are the responsibility of the VA Clinical Staff and Somnoware.
New release versions of Polysmith are through the Drawbridge licensing system. VA will ensure other third-party systems are aware of the new software releases and perform due diligence for compatibility if they choose to install the new Polysmith release.

Installation Considerations:

IT systems configuration and implementation for two days, including travel time, configuration and training for quoted systems.
Contractor must comply with all VA mandated and local permitted/safety requirements.
Contractor will dispose of all boxes, trash and debris resulting from installation IAW hospital policy.
Delivery of equipment will be NLT 120 days ARO.
Installation of equipment and/or clinical training will be NLT five months ARO, if applicable.

Support Features:

Telephone support: must include 24x7x365 unlimited telephone support, 24x7 Go-live clinical support by telephone per Department, 24x7 ongoing clinical support by telephone per Department for the life of the system. This support must be at no additional cost to the Government.
Remote Support: The contractor shall ensure they understand and implement the IT security requirements for system interconnection documents required per the Memorandum of Understanding or Interconnection Agreement (MOU-ISA). The standard operating procedure (SOP) and a template for a MOU-ISA are located on the Information Protection Risk Management Portal (IPRM) Portal and can be provided to the contractor. The facility will work with the contractor to establish a MOU-ISA for this requirement/equipment.
Moving data/archiving, software performance in the Somnoware Cloud and IT issues related to the Somnoware system will be directed to Somnoware. Contractor support is limited to the local Polysmith acquisition system at the facility and HL7 communication between Polysmith and any third-party system that utilizes a Polysmith HL7 interface.

Specific Items:

Vendor, Clinicians, and Biomed team will work to schedule the best time for the vendor to come in to install the HL7 license onto the server.
Vendor will take approximately 10 days to configure and implement the license.
Vendor, Clinicians, and Biomed must ensure proper communication between Cerner and System.
The Government anticipates Contractor travel under this contract. All travel shall be incorporated into the price schedule for the contract. No travel costs will be reimbursed by VA.
Travel is anticipated for on-site installation, implementation, initial Go Live training. The Government acknowledges the possible use of remote access for installation and implementation purposes, within the constraints of all applicable VA Information Security Requirements.
The Contractor shall be allowed access to Government equipment including servers and network infrastructure. Information on Government equipment and systems shall be provided as necessary. Additional software products may be provided by the Government as identified to facilitate Contractor access.

Licensing:

All Polysmith licensing shall be the property of the facility. Instances of Polysmith hosted in the Somnoware cloud will connect to Polysmith Drawbridge Cloud License Server to register and will use VA Licensing.

Cybersecurity:

Facility will sponsor and submit necessary paperwork through appropriate channels in order for equipment contained in this contract to obtain TRM and /or RMF and/or any other necessary cybersecurity approvals, if applicable.

Security Requirements:

All contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information or access to VA facilities. The background investigation includes the following requirements: 1) Completed documentation 2) Fingerprints 3) Completion of OPM s e-QIP Questionnaire. The Contractor is required to fulfill all of the security requirements. The Contractor, upon completion of fingerprinting, and an initial suitability determination, may be authorized tentative access to start the performance period of the contract, but only on condition of completion of all security requirements. This requirement is applicable to all subcontractor personnel requiring the same access.
A prohibition on unauthorized disclosure: Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA.
A requirement for data breach notification: The contractor shall notify the Contracting Officer Representative (COR) and simultaneously, the designated Information Security Officer (ISO) and Privacy Officer for the contract of any known or suspected security/privacy incidents (SPI), or any unauthorized disclosure of sensitive information, including that contained in system*s) to which the contractor has access. Such notification shall occur in the same time and manner as set forth in Section 4.G. of Business Associated Addendum between the parties effective as of April 23, 2008. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to the VA assets, or sensitive information.
A requirement to pay liquidated damages in the event of a data breach: In the event of a data breach or privacy incident involving any SPI the contractor processes or maintains under this contract, the contractor shall be liable to VA for liquidated damages in the amount of $110.00 per affected individual to cover the cost of providing credit protection services to those individuals. See Handbook 6500.6. App. C, paragraph 7a, 7d.
Services shall include:
Notification
One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports
data breach analysis, fraud resolution services that include writing dispute letters, initiating fraud alerts and credit freezes and to assist individuals to bring matters to resolution.
one year of identity theft insurance with $20,000 coverage at $0 deductible.
necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.
A requirement for annual security awareness training: Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall successfully complete, on an annual basis, security awareness training provided or arranged by the contractor that conforms to VA s security and privacy requirements as delineated in the copy of the VA security awareness training provided to the contractor.
A requirement to sign VA s Rules of Behavior: Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall sign, on an annual basis, an acknowledgement that they have read, understand, and agree to abide by VA s Contractor Rules of Behavior dated March 12, 2010 which is attached to this Solicitation .

Exclusions:

Contractor will not provide support for services, hardware, or software provided by Somnoware.
Contractor is not responsible for presentation of Polysmith data on VA web-based platform.
Contractor is not responsible for presentation of Polysmith data on Somnoware web-based platform.
The VA is responsible for any Windows patching and any security and critical updates for systems owned and operated within the VA domain.
Somnoware is responsible for any Windows patching and any security and critical updates for systems owned and operated by Somnoware.
Nihon Kohden is not responsible for reports, branding, etc that does not belong to Nihon Kohden and/or is generated directly from Nihon Kohden equipment.
Nihon Kohden is not responsible for maintaining any file or document which lists variables and maps data between the Polysmith system and Somnoware. It is the responsibility of the VA and/or Somnoware to maintain this document and its contents.
The facility is responsible for hanging any devises on the wall/ceiling that require drilling behind sheetrock.
The facility is responsible to repair-patch and/or paint any walls or ceilings effected by installation or deinstallation of equipment.
The facility is responsible for any new network or cabling required for the installation of the system.

Delivery shall be FOB: Destination: NLT 120 days after receipt of order is preferred. All deliveries will be coordinated with the Mann-Grandstaff VAMC Point of Contact. Contract performance shall take place at the contractor s location(s) and at Mann-Grandstaff VA Medical Center Sleep Lab. The software and any requisite hardware for the interface shall be delivered to the site in accordance with the agreed upon schedule.

Place of Delivery:
Department of Veterans Affairs
Mann-Grandstaff VA medical Center
Sleep Lab
4815 N. Assembly St.
Spokane, WA 99205

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.
The following solicitation provisions apply to this acquisition:
1. FAR 52.212-1, Instructions to Offerors Commercial Products
ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL
52.204-7
System for Award Management (OCT 2018)
52.204-16
Commercial and Government Entity Code Reporting (AUG 2020)
52.204-24
Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment.
52.211-6
Brand Name or Equal (AUG 1999)
52.225-2
Buy American Certificate (Oct 2022) (41 U.S.C. chapter 83)
52.233-2
Service of Protest (SEPT 2006)
52.252-1
Provisions Incorporated by Reference (FEB 1998)

VAAR Provisions:
852.252-70
Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)

(a) Gray market items are Original Equipment Manufacturers (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e., replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable.
(b) Offeror shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e., replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.
(c) The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items.
(d) Any award made as a result of this solicitation will be made on an All or Nothing Basis.
(e) Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contractors, the offeror making such contact may be excluded from award considerations.
(f) All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments, or the like, not specifically required by this solicitation, such will count against the Offeror s page limitations unless otherwise indicated in the specific volume instructions below.
(g) All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote.
(End of Addendum to 52.212-1)
2. FAR 52.212-2, Evaluation-Commercial Items : The Government may award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. In accordance with FAR 9.104-2, the special standards of responsibility described below apply to this procurement. Offerors who fail to meet any special standards of responsibility will not be eligible to receive contract award. The following factors shall be used to evaluate offers:
Special Standards of Responsibility: (Per FAR 9.104-2) The following special standards of responsibility apply to this procurement:
SP1: Offeror must be a manufacturer authorized provider for the items provided. A letter from the manufacturer stating such must be included with any response to this solicitation.
Technical compliance
Price
*Adherence to the technical characteristics and meeting the special standard is more important than price.
(a) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offeror's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
3. Offerors must complete annual representation and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with 52.212-3, Offerors Representations and Certifications -- Commercial Products. If paragraph (j) of the provision is applicable, a written submission is required.
4. Any Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered/certified with the U.S Small Business Administration at Veteran Small Business Certification (https://www.sba.gov).
The following contract clauses apply to this acquisition:
5. FAR 52.212-4, Contract Terms and Conditions Commercial Products (OCT 2018)
ADDENDUM to FAR 52.212-4 The following clauses are included as a part of the addendum:
52.204-9
Personal Identity Verification of Contractor Personnel (Jan 2011)
52.204-13
System for Award Management Maintenance (OCT 2018)
52.204-18
Commercial and Government Entity Code Maintenance (AUG 2020)
52.252-2
Clauses Incorporated by Reference (FEB 1998)

VAAR Clauses:
852.203-70
Commercial Advertising (MAY 2018)
852.204-70
Personal Identity Verification of Contractor Personnel (May 2020)
852.212-71
Gray Market Items (NOV 2018)
852.232-72
Electronic Submission of Payment Requests (NOV 2018)
852.239-70
Security Requirements for Information Technology Resources (Feb 2023)
852.242-71
Administrative Contracting Officer (OCT 2020)
852.246-71
Rejected Goods (OCT 2018)
852.247-73
Packing for Domestic Shipment (OCT 2018)

6. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products (MAR 2023)
The following subparagraphs of FAR 52.212-5 are applicable and incorporated by reference:
52.203-17
52.204-10
Contractor Employee Whistleblower Rights (Nov 2023) (41 U.S.C. 4712)
Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020) (Pub. L. 109-282) (31 U.S.C. 6101 note)
52.204-27
Prohibition on a ByeDance Covered Application (Jun2023) (Section 102 of Division R of Pub L. 117-328).
52.209-6
Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (NOV 2021) (31 U.S.C. 6101 note)
52.219-28
Post Award Small Business Program Representation (MAR 2023) (15 U.S.C 632(a)(2))
52.222-3
Convict Labor (JUN 2003) (E.O. 11755)
52.222-19
Child Labor Cooperation with Authorities and Remedies (Nov 2023) (Deviation Jan 2024) (E.O. 13126).
52.222-21
Prohibition of Segregated Facilities (APR 2015)
52.222-26
Equal Opportunity (SEP 2016) (E.O. 11246)
52.222-36
Equal Opportunity for Workers with Disabilities (JUN 2020) (29 U.S.C. 793)
52.222-37
Employment Reports on Veterans (JUN 2020) (38 U.S.C. 4212)
52.222-50
Combating Trafficking in Persons (NOV 2021) (22 U.S.C. chapter 78 and E.O. 13627)
52.223-18
Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) (E.O. 13513)
52.225-1
Buy American-Supplies (Oct 2022) (41 U.S.C. chapter 83)
52.225-13
Restrictions on Certain Foreign Purchases (FEB 2021) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury)
52.232-33
Payment by Electronic Funds Transfer System for Award Management (Jul 2018) (31 U.S.C. 3332)
7. All quoters shall submit according to the following:
Quotes must be emailed to Tracy.Heath@va.gov and received no later than 3:00 PM PST on 03/08/2024. Quotes may be submitted on this document or the vendor s own form and must include the completed Buy American Certificate 52.225-2, and if not the manufacturer, an authorized distributor letter. Any offer that does not provide the supporting documentation may be considered non-responsive.
Required Supporting Documentation:
Buy American Certificate
Authorized Distributor Letter if not the manufacturer
Certification that equipment meets/exceeds the salient characteristics of the desired brand above.
Delivery date
The Government intends to make award without discussions.
For information regarding the solicitation, please contact Tracy Heath at Tracy.Heath@va.gov.
See attached document: 52.225-2 BUY AMERICAN CERTIFICATE.
See attached document: Appendix D Rules of Behavior

Attachments/Links