AGENCY: Department of Veterans Affairs;151 Knollcroft Road, Lyons, New Jersey 07939 POC: Michael Morris, Contract Specialist (908) 647-0180. Email:
[email protected] DESCRIPTION: This is Sources Sought announcement only this is not a Request for Quote. The purpose of this notice is to conduct market research and obtain information from qualified vendors with special interest. No solicitation is being issued at this time. This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. All responses must be received by September 10, 2018 12:00 noon (EST) to the point of contact listed above, via email only. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. The U.S. Department of Veterans Affairs, Network Contracting Office 2 and the VA New Jersey Healthcare System, anticipate a purchase order for the following item: Design and Create Wayfinding Visitor Guides and Interactive Map on the Web for Syracuse VA Medical Center Objective: The goal of this project is to enhance the wayfinding ability of Veterans and visitors. An objective of the project is to provide Veterans and visitors easy-to-read guides with accurate map rendering of the campus. Also, prior to visiting the campus, patients would be able to obtain information from the Syracuse VA Health Care System s public website about driving, parking and locations/destinations around campus. The Veterans and visitors must see the same floor design that they see on the interactive map on the web as they will see in hard copy format when they arrive to our campus and any future kiosks or screens around the campus. This provides consistency in the entire wayfinding experience and ensures a more positive patient experience. This is a phased project, and this first portion must be scalable to any future expansions. The system must include a kiosk option for future consideration Work Scope: Planning begins with a site visit to review and define the scope of the project in greater detail and review the responsibilities of the Vendor and VA facility staff regarding input, design, documentation, coordination, direction and approvals. A project schedule will be established which relates to the project s sequence of events and priorities of importance. Vendor to conduct a site visit to access best wayfinding approach. a. Deliverables: Vendor provides meeting minutes and a project schedule Vendor to create aerial photographs for map rendering Vendor to participate in four conference calls or as needed for the remainder of the work scope to present deliverables, review status, phasing and scheduling updates. Vendor to provide the floor design that is to be shown on the interactive map on the web. This first portion must be scalable to any future expansions. Vendor will provide VA Interior Designer with layout, design and details for review, comment and approval. b. Deliverables: Hard copy paper and interactive map floor design and details. 1 electronic file. The VA Interior Designer will return the design development maps and brochure drawings to the Vendor with final comments and final revisions. Vendor refines and finalizes the physical design of the maps and brochures, based upon client input from VA. Vendor to create layout, design and development of visitors guide in the following formats: c. Campus Map Booklet: 12 Pages, 4 x 9 Folded Brochure/ 16 x18 Flat, Self-Cover Booklet; Vendor to provide file only of the Campus Map Booklet for GPO to print. b. You are Here Wall Maps - Vendor will provide the file only for You are Here wall maps to be used throughout the facility. d. Interactive map accessible on the desktop/mobile: Specifications provided. Selection Criteria: Vendor will be selected for the best wayfinding experience for Syracuse VA Health Care System. Vendor will have experience ( 5 + years with sites of similar size and scope ) in producing visitor guides and interactive maps for VA Medical Centers and will have successfully met VA design and Federal Rehabilitation Act of 1973, section 508 accessibility guidelines This is a phased project, and this first portion must be scalable to any future expansions. Vendor will outline their approach and recommendations for best practices with examples of similar sized VA projects. This is a phased project, and this first portion must be scalable to any future expansions as all floor designs and renderings can be used for other wayfinding solutions, such as: a. You are Here Wall Maps b. Specific Directional Maps To help Veterans find hard to find departments. c. Fire and Evacuation Maps d. Hazardous Maps for the Engineering Department Vendor will provide MedMaps or equal printed and interactive maps. The VA promotes branding so that Veterans who travel and also utilize other VA locations benefit from consistent wayfinding resources within our network and across the nation. Vendor will provide printed maps and a web interactive map which is compatible and is updated regularly as part of the contract and will have the ability to provide a kiosk option and programming. Past performance (relevant work within the last five years on project of a similar size and scope Provide a list of six (6) hyperlinks accessible to the public, leading to six (6) individual fully functional, interactive maps your company had developed for facilities of like size and area as our VA Hospital within the past 3 years. Include the name, address, contact person who is responsible for the administration of the contract and telephone number for each reference. Capabilities Statement Contractor shall provide a written statement on their capabilities to meet the requirements of the Statement of Work. Contractor shall indicate and provide proof they are capable of providing the following requirements · Contractor shall provide proof or link that demonstrates ability to include pictures, videos and corresponding texts embedded in the interactive map. · Contractor shall provide proof or link that demonstrates ability to visually indicate route for single and multiple primary destination. · Contractor shall indicate if they are able to provide 7 x 9-1/2 Campus Booklet as 12 page hard copy booklet. Contractor is to provide examples of 12 page booklets produced for other VA Medical Centers. · Web application is compatible with mobile devices (Android and iOS operating systems) · Ability to provide kiosk and programming for future option. Deliverables or Delivery Schedule: Monthly Conference Calls Vendor shall participate in four (4), one hour Project / Progress meeting conference calls with agenda, date and times mutually agreed upon. Site Visit Vendor to meet with members of the FMS Interior Designer, CADD Tech, Assistant Chief, Business Office staff during the initial medical center visit to review the scope, schedule and to field verify mapping conditions. Vendor will document current wayfinding and "patient-flow" conditions on architectural floor/site plans, ensure accuracy and up-to-date information, survey the entire campus/facility to identify and record the location of every primary and secondary patient/visitor destination. Refer to the Syracuse VAMC campus maps for the .pdf floor plans for this solicitation. AutoCAD files will be made available by the VA for the buildings and sites involved for the awarded vendor if requested Aerial Photographs Aerial photographs will be taken by vendor s photographer to provide the vendor with current information to use as reference to develop and produce the 3-D campus rendering. Vendor s photographer will work with all nearby airports to meet federal aviation regulations, if any pertain. Specific date is to be mutually agreed upon on a clear day to enable good photography, while flying the perimeter of the hospital campus at multiple altitudes. From these images, and with the Contracting Officer s Representative s (COR) assistance, we will choose one or two images to work from. A CD containing all the high-resolution images (between 250 and 400 photographs from a range of 1500 above ground level to around 3500 above ground level depending on the height of the buildings and local airport restrictions. All FAA restrictions are to be followed and will become property of the Syracuse VA Health Care System delivered the COR at the completion of the photo shoot. Electronic files at the completion of the project we will provide the project files to include a high resolution PDF, JPG and TIF formats. Campus Map Booklet (12 Pages) to include: · Attractive cover design (typically, a cover design incorporating a medical center photo or a grouping of photos depicting various hospital scenes and activities) · Exterior 3-D rendering of hospital campus, including parking areas with lines, hospital entrances clearly marked, building labels where necessary, etc. · As needed interior floor plans depicting primary destinations (with location text labels) and wayfinding features (corridors, elevators, stairwells, vending, restrooms, telephones, etc.) · Alphabetical listing of primary and secondary location/services · Ancillary hospital/visitor information (visiting hours, smoking/cell phone policy, parking information, cafeteria/gift shop hours, etc.) · Syracuse VA Health Care System vicinity map depicting interstate highways, major and secondary thoroughfares, prominent landmarks, hospital clinics (CBOC s), etc. Proofs Vendor creates layout, design and development of a full color visitor map in the following formats as 1st proofs which will be delivered to Syracuse VA Health Care System for review: · Four (4) electronic proofs for review and revisions, 12-page Campus Map Booklet 7 x 9 Self-Cover Booklet. All proofs will be sent digitally through email. Template File Template formatted as a high-resolution PDF, JPG AND TIF formats becomes the property of Syracuse VA Health Care System, must be delivered to Syracuse VA Health Care System within 30 days of final proof acceptance by Syracuse VA Health Care System team. Vendor retains copy of Illustrator file. Interactive Map on the Web Features of the Desktop Interactive will include: · Interactive 3-D Rendering and Floor Plans. · Point A to Point B Navigation for mobile devices. · Standard HTML5 (Compatible on HTML5 browsers) · Show Veterans and visitors the best entrance and parking areas based on their destination. · Provide route markers through our hospital, showing patients how to get to their requested destination. · Incorporate specialty service information, static pictures, videos and hyperlinks. · Use roll-overs to display instant information for a building (desktop). · Help patients become more comfortable with the logistics of your facility, increasing the Patient Experience. · Provide custom turn by turn directions using specific landmarks if needed. Measurements are not to be used because most people cannot keep up with distance. · Each floor design on the interactive map will be identical to the hard copy maps that are provided to Syracuse VA Health Care System. Blueprints are not acceptable on the interactive map but the same floor designs which are visually pleasing and easy to understand. · Floor maps and step by step directions can be printed (B&W or color) so the Veteran and visitor can bring the map with them to see exactly how to get to the department. · Veteran and visitors will be able to send the step by step to their mobile phone as they view the interactive map on the desktop version. The phone number will not be distributed or collected for any other purpose. · Yearly Software Maintenance Agreement will be offered to Syracuse VA Health Care System to include the following: § Software updates as part of the maintenance agreement § Software to remain on the vendor s server in order to perform edits very quickly § All edits made to the interactive map on the web will also be made to the hard copy maps at the same time. This will ensure that reprints will have the latest changes to the campus maps. § As signage changes, the interactive maps and the hard copy maps will also be changed as needed. § 10 hours of edits per year are included in yearly software maintenance agreement. § A one year Maintenance Agreement will be included in this package and will start upon completion of the project. I can be renewed on a yearly basis. § The maintenance agreement will be made available for at least the base year plus 4 option years. Government Furnished Equipment and Government Furnished Information The Syracuse VA Health Care System will provide floor plans for the vendor Security Vendor during on-site visit will obtain visitors badge from PIV Security Office A170, Room DG6. Place of Performance Aerial photographs and vendor on-site visit will occur at the Syracuse VA Health Care System, all other work will be conducted at the vendor s place of work. Offerors who fail to complete or submit required documentation may not be considered.