Active

Contract Opportunity

Page 2 of 3

Statement of Work
Customizable Communication Platform
Phoenix VA Health Care System

The Phoenix Arizona VA Health Care System (PVAHCS) in Phoenix, AZ would like to establish service from an IT/Technical Services and Equipment provider, for purchase and placement of communication boards throughout the PVAHCS Station s medical centers and Community Based Outpatient Clinics. The general scope of this project is to remove existing equipment (where needed at PVAHCS and install a patient communication system with state-of-the-art electronic components (i.e. electronic digital sign). The desired contract will also provide services to include message management software, installation to customer s computers, support, maintenance, and training customer on software. The anticipated duration of the contract will be for an initial one (1) year period, plus four (4) optional years (Base + 4).

Product/Solution must be Brand Name or Equal To PatientPoint Solution

This project consists of installation, servicing, and maintenance of a patient communication system throughout the medical center located at the Phoenix, AZ campus and ten (10) satellite locations in Central Arizona. The contract will include the CRRC and CBOC locations below, to total eleven (11) total locations.

Patient Screen Locations

Phoenix VA Medical Center: 650 E. Indian School Road Phoenix, Arizona 85012
Phoenix CRRC: 1500 East Thomas Road, Community Resource & Referral Center (CRRC),
Suite 106, Phoenix, AZ 85014-5708
Northwest CBOC: 13985 West Grand Avenue, Suite 101 Surprise, AZ 85374-3626
32nd St. CBOC: 400 North 32nd Street Phoenix, AZ 85008-6205
Southeast CBOC: 3285 South Val Vista Drive Gilbert, AZ 85297-7000
Show Low CBOC: 5171 Cub Lake Road, Suite C380 Show Low, AZ 85901-7850
Phoenix Mid-Town CBOC: 5040 North 15th Avenue Phoenix, AZ 85015-3328
Southwest CBOC: 9250 West Thomas Road, Suite 400 Phoenix, AZ 85037-3382
Globe CBOC: 5860 South Hospital Drive, Suite 111 Globe, AZ 85501-9449
Thunderbird CBOC: 9424 North 25th Avenue Phoenix, AZ 85021-2714
Northeast CBOC: 11390 East Via Linda Road, Suite 105 Scottsdale, AZ 85259-4075




Patient Screen Quantities (by location)

The Digital Screen Program will deliver educational information to patients within a waiting room environment. This Program will be a flexible, engaging communication system for PVAHCS and CROC s high-traffic locations which will reinforce critical safety information, drive service-line growth 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 include electronic digital signs with a single face screen size of 45 to 50 inches with a screen resolution of 1920 x 1080.
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 Contractor must provide a representative who will be able to update the screens with the content the VA provides within 12 hours. In addition, the Contractor must provide the VA the ability to manage and upload content during normal and urgent conditions.
The Contractor will be responsible to troubleshoot and repair any issues with the system within 3-5 business days.
The Contractor will need to have a connection to the screens and be responsible to notify the station if a screen is malfunctioning.
The Contractor will be responsible to professionally install each screen (see Schedule Delivery and Install below). In addition, the Contractor must be able to move and re-install screens to a new location a maximum of 10 times per year per Station (inclusive of all screens) due to the anticipation of construction projects during the contract duration at no additional cost to the Government.
The Contractor will need to provide stand-alone Wi-Fi service or equivalent cellular service to connect with the equipment as the Contractor will NOT have the ability to connect to the PVAHCS network systems.
The Contractor 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 Contractor 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 PVAHCS, respectively, and the Contractor work within the VAs inventory management guidelines prior to installation. The Contractor & POC will then work within VA guidelines in delivering the systems to the CBOCs.
Delivery Lead Times: Items are to be stored by the Contractor 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 PVAHCS Public Affairs Officer and PVAHCS Information Specialist 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 jobsite. Storage of product prior to installation is Contractor s responsibility. There shall be a staging area provided at the project site. Items delivered to or remaining in the staging area are the Contractor s responsibility until the PVAHCS Public Affairs Officer and PVAHCS Information Specialist accepts complete installation.

Maintenance/Warranty:

The patient communication system must be fully warrantied and maintained at no additional cost to the government by the Contractor throughout the full lifecycle of the contract.
The Contractor 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 PVAHCS Public Affairs Officer and PVAHCS Information Specialist.
Installation hours are to be accomplished between 8:00 am and 4:00 pm Monday thru Friday.
Installation costs must be included in the Contractor s bid quote in its entirety.
The Contractor must protect the architectural finish in the locations where the installation will take place. The Contractor 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 Contractor 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 Contractor (or a designated 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 Contractor.
Any subcontractor the Contractor uses for installation must be licensed.
The Contractor 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 PVAHCS Public Affairs Officer, or their designated contact.
The Contractor will provide all labor and parts to run, connect, and configure all cables (Coaxial, ethernet, power, etc.). It is incumbent on the Contractor to determine all necessary items to complete the installation.
The VA will not supply a disposal location for waste resulting from the installation.
The VA will supply restroom facilities for the installation and maintenance crews during the performance period of the contract.

Cleaning:

The Contractor shall remove all packaging material and debris from the site and properly disposed of by the Contractor.
Upon completion of installation prior to the punch list walk-through with each Station, the Contractor shall ensure all products are cleaned and dusted, and the area left in a clean, neat condition.
The Contractor 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. All contractor employees must have valid identification.
The Contractor must leave all work areas in clean and orderly condition.
The Facility is smoke-free, and smoking will not be allowed.

Security and HIPPA Compliance Considerations:

In reference to VHA Handbook 6500.6 Appendix A, Block 6, the equipment (or service) included in this contract does not involve connection of IT devices to a VA network. Therefore, C&A, SAP, & the following from App C apply
In reference to VHA Handbook 6500.6 Appendix A, Block 7, the equipment (or service) involves does not involve storing, generating, transmitting, or exchanging VA sensitive information. Therefore, the following from App C apply.
(Appendix B) The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information protection, patient privacy, and information system security as delineated in this contract.

Attachments/Links