This is an INTENT TO SOLE SOURCE NOTICE only. The Department of Veteran Affairs, Network Contracting Office (NCO) 16, intends to issue a sole-source contract under the authority of 41 U.S.C 253(c) (1) - FAR 6.302-1 (only one responsible source and no other supplies or services will satisfy agency requirements), to Telehealth Services., located at 4191 Fayetteville Road, Raleigh, NC 27663. The Vendor shall provide an upgrade on the TIGR video on demand system and annual support services agreement. The place of performance is Central Arkansas Veterans Health Care System, 4300 West 7th Street, Little Rock, AR. Telehealth Services is currently the only authorized dealer to provide the upgrade to our current system and capable of providing the annual support required for this requirement. This is a base plus three (3) option year contract. This notice of intent is not a request for quotations; interested parties may express their interest by providing a capabilities statement not later than 06/30/2021 at 10AM CST, to
[email protected] . When responding to this announcement, respondents should refer to Contract Opportunities 36C25620Q1303. Notice of Intent in the subject line. The capabilities statement must provide clear and unambiguous evidence to substantiate the capability of the party to provide the required upgrade for the TIGR video on demand system and support services. Responding as an interested party under https://sam.gov doesn t constitute convincing evidence of capabilities. A determination not to compete this proposed contract upon responses to this notice is solely within the discretion of the Government. Verbal and facsimile responses are not acceptable and will not be considered. All interested parties are reminded to be registered with the System for Award Management (SAM) at https://sam.gov in order to be eligible for award of Government contracts. No telephone calls will be accepted. If after 10AM, June 30, 2021, no viable responses have been received in response to this announcement, NCO 16 shall negotiate solely with Telehealth Services. The Government anticipates the award of a firm-fixed price contract. A determination by the Government whether to compete the proposed requirement shall be based upon responses received and is solely within the discretion of the government. Information received shall be considered solely for the purpose of determining whether to conduct a competition. VIDEO ON DEMAND STATEMENT OF WORK Requirements: A need for upgrading our interactive patient and staff education system using video on-demand (VOD) access to Central Arkansas Veterans Healthcare System s educational video Library. VOD would provide prescribed and scheduled play of videos and/or hospital messages and multi-feature channel guide. The system needs to be remote access capable. On Demand Delivery: Video on demand system with television driven graphical interface, allowing the system to be managed from anywhere within the hospital network using a PC workstation. Includes use of the telephone to order videos. Includes a system that can store and add digital video content as needed. Installed in 2007. Allows a main server in Central Arkansas Veterans Health Care System with a minimum of 4 channels and 400 GB of video content available using HL-7 interface and using present video infrastructure, handset and/or existing telephone. System that delivers remote capability with advanced platform module. System with an easy-to-follow interface with associated colorful graphic icons for the most common tasks. System that can call patient or staff and administer tests. Tests can be administered with staff support and encouragement to the patient. This requires staff to educate patient on activity to increase compliance. System that can customize patient satisfaction surveys with dissatisfaction alert. System with multi-language LCD driven graphical interface (audible and visual). English and Spanish are included. System with complete user and management documentation and reporting. Available with LDAP sign-on controls in place. System that will allow documentation directed to specified network devices. (will be integrated through CPRS). System with each page providing quick links, enabling the user to navigate through the features available in the system. System with easy browsing through videos, tests, points-of-care, video schedules, etc. System with active directory for staff integration. System with integration with CMS core measure workflows and programmable Joint Commission and HCAHPS Survey Sets. Prefer to customize these survey sets to suit the needs and initiatives of the facility. System that will allow authorized personnel to access the video on demand system from any networked PC to select videos for patients who require assistance with content, while granting administrator-access enabling an individual to fully manage the video on demand system. System that includes an infomercial that can be customized with the appropriate phone extension for our hospital. Phone numbers are provided via onscreen to allow for cost-effective changes that regularly occur within phone systems. An infomercial currently is in place. System with the ability to connect the video on demand system to Central Arkansas Veterans Healthcare System s ADT system to simplify ordering and documentation using a HL-7 Protocol linking to Central Arkansas Veterans Healthcare System s EMR. System that will stream video content to computer workstations for the purposes of staff education and broadcasts education to patient televisions with four simultaneous streams that can be extended with an additional streaming server. System that can deliver assigned Patient Education over the television system prompted by a staff member from a PC workstation via the Tigr dashboard or by bedside telephone access. Implementation Requirements: Current hardware is running Windows Server 2008 Software, which is no longer supported by Microsoft. To ensure ongoing system security updates are applied, an upgrade to Windows Server 2019 is necessary. Account representative to create work plan for Central Arkansas Veterans Healthcare System and provide ongoing clinical outcomes support is included. Project Manager to work with internal staff to manage the delivery and installation of the upgraded hardware. Software updates tested remotely. Maintenance agreement includes 1 onsite visitation/training provided by Account Manager per annum. Other training can be provided through web in services and development of staff training tools delivered through learning management system (LMS). Ongoing Support Required: Post-training support needed. Hardware and software maintenance required. This includes technical support services, patches and software updates within the same version level, and clinical outcomes support. This does not include services pertaining to televisions or television distribution. However, these services can be quoted for a fee as needed. Contractor must provide toll free on-call support provided from 7am to 9pm EST. Call center is available 24/7/365. TIGR Support is available 8am to 6pm EST Monday thru Friday. P1 support is available 6pm till 9pm EST Monday thru Friday and 8am until 9pm EST Saturday and Sunday. Contractor will aid with education content as needed. Contractor will provide video encoding services as needed, equivalent to 20 numeric video codes per calendar year. Records Management 1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. 2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. 3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. 4. Central Arkansas Veterans Healthcare system and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Central Arkansas Veterans Healthcare system or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Central Arkansas Veterans Healthcare system. The agency must report promptly to NARA in accordance with 36 CFR 1230. 5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Central Arkansas Veterans Healthcare system control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). 6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Central Arkansas Veterans Healthcare system guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. 7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Central Arkansas Veterans Healthcare system policy. 8. The Contractor shall not create or maintain any records containing any non-public Central Arkansas Veterans Healthcare system information that are not specifically tied to or authorized by the contract. 9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. 10. The Central Arkansas Veterans Healthcare system owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Central Arkansas Veterans Healthcare system shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. 11. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take Central Arkansas Veterans Healthcare system provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.