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DISCLAIMER:
THIS NOTICE IS FOR PLANNING PURPOSES ONLY. THE GOVERNMENT DOES NOT INTEND TO AWARD A CONTRACT ON THE BASIS OF THIS RFI OR REIMBURSE ANY COSTS ASSOCIATED WITH THE PREPARATION OF RESPONSES TO THIS RFI.
This RFI is issued solely for information and planning purposes and does not constitute a Solicitation, an Invitation for Bids, a Request for Proposal (RFP), a Request for Quotation (RFQ), or an indication the Government will contract for the items contained in this announcement. All information received in response to this RFI marked Proprietary will be handled accordingly. Responses to the RFI will not be returned. In accordance with FAR 15.201(e), responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract.
PURPOSE:
The purpose of this RFI is to conduct market research to find qualified vendors and to assist Network Contracting Office (NCO) 6 in determining if a future contract effort can be competitively awarded on a total Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside basis. The applicable North American Industrial Classification System (NAICS) code assigned to this effort is 541519 with the Small Business Size Standard of $27.5 million. If the Government determines there are qualified vendors for this requirement, a solicitation will be published and posted on the Contracting Opportunities website. The Government will use this information solely to determine the appropriate acquisition strategy for this procurement.
INTRODUCTION:
This requirement is for the leasing with 4 option years of the Patient Point TV Educational System. The Asheville VA Medical Center Nursing Services at The Western North Carolina VA Health Care System (WNCVAHCS) in Asheville, NC is soliciting bids for the leasing of communication boards and service throughout the medical center and community-based outpatient clinics. The government is anticipating that this will be a brand-name or equal requirement but encourages all vendors that can meet or exceed the item descriptions below to respond to this source sought. If providing a like item/system, please include attachments, information, and part numbers to allow the government to assess whether your items/system will suffice for this requirement.
REQUIREMENTS:
NOTE: The VHA NCO 6 is conducting market research to find qualified vendors who can deliver the following item(s) to Western North Carolina VA Healthcare System
Asheville VA Medical Center, 1100 Tunnel Road Asheville NC 28805:

DESCRIPTION OF INFORMATION REQUESTED: TV EDUCATIONAL SYSTEM
ITEM NO. or STOCK NO.
DESCRIPTION
QUANTITY
UNIT
1)
PP-VCN-4.0_42 – 42′ FLAT-MOUNTED DIGITAL SCREENS
9
EA
2)
PP-VCN-4.0_49 – 49′ FLAT-MOUNTED DIGITAL SCREENS
27
EA
3)
PP-VCN-4.0_55 – 55′ FLAT-MOUNTED DIGITAL SCREEN
8
EA
4)
PP-VCN-4.0_65 – 65′ FLAT-MOUNTED DIGITAL SCREEN
1
EA
5)
PP-HTA-4.0_MPPORT – MEDIA PLAYER SOFTWARE LICENSE
9
EA
6)
PP-CELLULAR-CNT – CELLULAR HARDWIRE CONNECTIVITY
42
EA
7)
PP-CELLULAR-CNT BOOSTERS CELLULAR CONNECTIVITY BOOSTER INSTALLATION
8
EA
8)
PP-INSTALL – INSTALLATION FOR
PATIENTPOINT PROGRAMS/HARDWIRE
53
EA

Statement of Work
Customizable Communication Platform
Western North Carolina VA Health Care System

The Western North Carolina VA Health Care System (WNCVAHCS) in Asheville, NC is soliciting bids for the leasing of communication boards and service throughout the medical center and community-based outpatient clinics. The general scope of this project is to remove existing equipment (where needed at the WNCVAHCS, install a patient communication system with state-of-the-art electronic components (i.e. electronic digital sign) through a contractual lease, that uses cellular devices to update individual displays via a website that can be accessed from anything that has an internet connection. These systems would not access the VA network or contain PII.

Product/Solution must be Brand Name or Equal to PatientPoint

This project consists of leasing, installation, servicing, and maintenance of a patient communication system BRAND NAME or EQUAL to products comparable to PatientPoint throughout the medical center located at the Charles George VA Medical Center Campus. The project also encompasses the CBOCs located in Hickory, Franklin and Rutherford. The requirement is for 40 screens total at the following locations:

Charles George VA Main Campus Bldg. 47 33 screens
Charles George VA Main Campus Bldg. 14 1 screen
Charles George VA Main Campus Bldg. 15 1 screen
Charles George VA Building 9 on Riceville Road 1 screen
Hickory CBOC 2 screens
Rutherford CBOC 1 screen
Franklin CBOC – 1 screen

The Digital Screen Program will deliver public affairs and educational information to patients within the waiting room environment. This Program will be a flexible, engaging communication system for WNCVAHCS high-traffic locations which will reinforce critical safety information, drive service-line growth, promote VA programs and initiatives and provide a wide array of health education content. The Program will offer a customizable, engaging communication platform with innovative digital and mobile technology which will help provide a uniquely integrated experience in its waiting room areas.

Salient Characteristics:

The System must connect to the wide array of displays in WNCVAHCS using HDMI and providing at least 1920×1080 screen resolution.
The system must allow for being updated 24/7 remotely via access to an internet portal to manage the content by VA personnel independent of the VA network.
The system should require no local or VA hosted servers or locally installed software on VA workstations.
The System must be able to feature the VA s brand name and colors
The System must be able to Inform visitors of key hospital locations and policies.
The System must be able to promote service lines and market upcoming events.
The System must be able to promote healthy lifestyles and disease management, educate viewers on key patient safety and satisfaction initiatives (e.g. The Joint Commission, CMS, CDC), and reinforce Patient Guide messaging with a library of 250-300 health information segments.
The System must be able to have a minimum of 30 minutes of video content running through a loop. Audio should be optional.
The System must contain software that offers pre-loaded fonts, animations, videos, and range of creative tools that develop custom graphics.
The System must have the ability to upload video clips, stories, and other screen-ready content.
The System must be able to display customizable content by each screen (i.e. content on CBOC screen could be different than facility screens) or the same content, if necessary.
The Vendor must provide a representative who will be able to update the screens with the content the VA provides within 12 hours. In addition, the Vendor must provide the VA the ability to manage and upload content during normal and urgent conditions.
The Vendor will be responsible to troubleshoot and repair any issues with the system within 3-5 business days.
The Vendor will need to have a connection to the screens and be responsible to notify the station if a screen is malfunctioning.
The Vendor will need to provide stand-alone Wi-Fi service or equivalent cellular service to connect with the equipment as the vendor will NOT have the ability to connect to the WNCVAHCS network systems.
The Vendor must provide periodic training to operate electronic digital sign messaging and graphics features.

Project Overview:

IT IS THE RESPONSIBILITY OF THE CONTRACTOR TO ABIDE BY
ALL LOCAL ORDINANCES GOVERNING THE PROJECT LOCATION

Installation timeframe (including moves due to construction projects) is to be accomplished between 8:00 am and 4:00 pm Monday thru Friday within a week timeframe unless agreed upon otherwise between the Vendor and the VA primary POC.
Inventory: While systems will be leased, the VA still must adhere to its property inventory management processes. The products will be received by the WNCVAHCS logistics and the Vendor will work within the VAs inventory management guidelines prior to installation. The Vendor & POC will then work within VA guidelines in delivering the systems to the CBOCs.
Delivery Lead Times: Items are to be stored by the Vendor at each Station and delivered accordingly for installation. Lead time should be within industry standard of 3-5 weeks from receipt of order.
Manufacturing requirements: This specification establishes the minimum requirements for the acquisition and installation of a complete and usable system. All products will be commercial grade for commercial use. All product and components will be new; refurbished products will not be accepted.

General Information

(INFORMATION SECURITY) The Certification and Accreditation requirements do not apply, and a Security Accreditation Package is not required and there is no sensitive information to protect.
The Contractor shall coordinate the installation and all work with the WNCVAHCS designated POC for their respective stations.
All contracting personnel must have identification on them always when on-site.

Delivery, Storage, and Handling:

All products shall be delivered to the respective main campuses and inventoried within VA guidelines prior to installation at the main locations and respective CBOCs. Final acceptance of all installation will be the responsibility of the WNCVAHCS designated POCs.

Maintenance/Warranty:

The patient communication system must be fully warrantied and maintained at no additional cost to the government by the Vendor throughout the full lifecycle of the contract.
The vendor shall guarantee that the patient communication system products are free from any defects in workmanship from the date of installation.

Schedule Delivery and Installation:

Coordinate delivery and installation of items with the WNCVAHCS designated POC.
Installation hours are to be accomplished between 8:00 am and 4:00 pm Monday thru Friday.
Installation costs must be included in the Vendor s bid quote in its entirety.
The Vendor must protect the architectural finish in the locations where the installation will take place. The Vendor is responsible for repair of these areas for any damage caused during installation, moves, etc.
All services shall be installed by certified technicians in accordance with manufacturer s recommended installation instructions.
The Vendor s installation must adhere to dust/infection control measures (i.e. using a dust control drill attachment with HEPA Vacuum and HEPA carts).
A punch list walk-through shall be performed by the station and the Vendor (or his representative). Items on the punch list shall be noted and a response for completion time (expected date of completion) of each item shall be provided from the Vendor.
Any subcontractor the Vendor uses for installation must be licensed.
The Vendor is responsible for any necessary system stationary mounting solutions. Mounts must be safe and extremely well secured to wall studs and/or wall re-enforcements. Installation must be a high degree of quality, plumb/square, and to the satisfaction of the WNCVAHCS designated POCs.
The Vendor will provide all labor and parts to run, connect, and configure all cables (Coaxial, ethernet, power, etc.). It is incumbent on the Vendor to determine all necessary items to complete the installation.
The VA will not supply a disposal location for waste.
The VA will supply restroom facilities for the contract crew.

Cleaning:

The Vendor shall remove all packaging material and debris from the site and properly disposed of by the Vendor.
Upon completion of installation prior to the punch list walk-through with each Station, the Vendor shall ensure all products are cleaned and dusted, and the area left in a clean, neat condition.
The Vendor shall repair or replace any defects or damaged material incurred from installation.

Work Requirements:

Secure VA Temporary Badging and security clearance for all contractors is scheduled through VA Police Department in Building 47. All contractor employees must have valid identification.
The Vendor must leave all work areas in clean and orderly condition.
The Facility is smoke-free.

Delivery To:
Western North Carolina VA Healthcare System
1100 Tunnel Road
Asheville NC, 28792
Warehouse, Bldg. 47
ATTN: Craig Holbert Logistics Service Chief

Vendors with a GSA schedule shall provide the contract number of that schedule and the expiration date as well as product NAICS codes. All items should be clearly identified if they are scheduled items or open market items.
QUESTIONS:
All questions pertaining to this RFI, are due by Tuesday, November 16, 2021@10:00 AM EST; and must be submitted via emailed to ruth.morris@va.gov.

HOW TO RESPOND:
All responses shall be submitted no later than Thursday; November 18, 2021@ 1000 (10:00AM) EST. All interested parties should respond, in writing via email to ruth.morris@va.gov. No telephone inquiries will be accepted. Respondents to this RFI shall provide the following information:
Company/individual name,
Address,
Point of contact with phone number
Information describing your interest,
Indicate FSS/GSA contract number or Open Market, as applicable
FSS Category you qualify for
Tax ID number
DUNS number
Capabilities statement
Company Socio-Economic SIZE (example large, small, SDVOSB, VOSB, WOSB etc.)
Interested firms are reminded that in accordance with FAR 4.1201(a) Prospective contractors shall complete electronic annual representations and certifications at the System for Award Management (SAM) as a part of required registration in conjunction with FAR 4.1102(a) that states, Prospective contractors shall be registered in the (SAM) database prior to award of a contract or agreement. Therefore, due to time constraints, vendors must be registered in System for Award Management (SAM) under the above NAICS code at http://www.sam.gov to be considered for an award
Please submit responses via email in Microsoft Office format by 1000 (10:00 AM) (Eastern Standard Time) 11/18/2021. Please include RFI# 36C24622Q0111 in subject title.
NOTE: Responses to this announcement will not be returned, nor will there be any ensuing discussions or debriefings of any responses. However, information obtained as a result of this announcement may be reflected in any subsequent solicitation. This announcement is Government market research purposes ONLY.