70--Paging System

2 THIS IS A Sources Sought Notice ONLY. The Department of Veterans Affairs (VA) Office of Information & Technology VA has a potential requirement for Virtualization Engineer Support Services. This notice is issued solely for information and planning purposes it does not constitute a Request for Quote (RFQ)/Invitation for Bid (IFB)/Request for Proposal (RFP) or a promise to issue an RFQ, IFB or RFP in the future. This notice does not commit the VA to contract for any supply or service. Further, the VA is not seeking quotes, bids or proposals at this time and will not accept unsolicited proposals in response to this sources sought notice. The VA will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. Not responding to this notice does not preclude participation in any future RFQ or IFB or RFP, if any is issued. If a solicitation is released, it will be synopsized on the Governmentwide Point of Entry.

It is the responsibility of potential offerors to monitor the Governmentwide Point of Entry for additional information pertaining to this requirement. The anticipated NAICS code is: 541512 Computer Systems Design Services and size standard $227.5M. Be advised that set-aside decisions may be made based on the information provided in response to this RFI. Responses should be as complete and informative as possible. It is requested that interested offerors respond to the following questions: Provide a summary of your technical capability to meet the requirements, including any specific experience with similar requirements. Please include a brief explanation of how you would approach this requirement. This should be limited to no more than 2 pages. In response to this source sought, please provide: Name of the firm, point of contact, phone number, email address, DUNS number, CAGE code, a statement regarding small business status (including small business type (s) / certifications (s) such as SDB, 8(a), HUBZone, SDVOSB, WOSB, etc.) and the corresponding NAICS code. Please provide any questions, recommendations, or other feedback you may have regarding this requirement. The Contract shall indicate in their response if there is sufficient information or is a site visit required. Responses are due by September 11, 2018 at 2P.M. to the Contract Specialist Juan C. Perez A brief synopsis of the required services is provided below: REQUIREMENTS: The Department of Veterans Affairs End User Operations Information Technology office is a network of VA hospitals serving veterans from Minnesota to Texas. The current legacy paging hardware system is at end of life. The contractor must provide a Radio Paging Hardware/Software solution (hereafter referred to Paging System) that will integrate within the current telecom infrastructure at the following VA Medical Center (VAMC) locations: Little Rock, AR VAMC (This is a shared campus with North Little Rock below. Hardware will be shipped to North Little Rock campus but installations will occur at the location listed in delivery schedule) Information regarding the current system and the requirements necessary for the site is located in the table below: QUESTIONS Little Rock VAMC Do you currently have a VA-Owned In-House Radio Paging System at your Facility Yes When was your current system installed (the year will suffice)? 1997 What is the Model of your current paging console? i.e., Zetron, TurnKey Zetron What is the Make/Model of your paging transmitter? Turn Key What is the current transmitter licensed power? 150 Watts Does the current system have redundant paging consoles? No Does the current system have redundant paging transmitters? no Does the current system have redundant paging antennas? Yes What is the date of the most recent hardware/software upgrade to your system? 2006 Is your current system capable of transmitting alphanumeric pages? Yes Is your current system integrated with your facility Nurse Call System? IP or Asynchronous? Yes (Lantronics Box) Is your current system integrated with any other facility alert notification systems, i.e., Fire Alarm, Duress, Environmental Control System, Intrusion Detection Systems? IP or Asynchronous? No What VA Provided FCC approved frequency is your current system on? 168.5250 MGH What is the distance between the system transmitter and the antenna location(s)? 150 feet With a properly designed radio paging system (additionally used to replace Commercial Pagers), how many of the following types of pagers are needed for your site?  a. Alphanumeric Pagers 1000 b. Numeric Pagers 0 c. Voice Pagers 0 d. Paddle Pagers 50 e. Specialty Pagers (describe) 0 Comments  The paging solution must meet the following: Paging System must provide campus wide as well as 25-mile radius radio paging service including alphanumeric text paging, and paddle pagers for waiting areas, email access, and text messages to cellphones for long range messaging. The 25-mile radius will be dependent of topography of the surrounding area, but shall be no less than 15 miles. The input to initiate paging must come from all of the following sources: Telephone trunk lines from the PBX via analog lines Web based form that is available on VA Local Area Network (LAN) Modem access from computers or automation systems such as refrigerators, boilers, HVAC systems, or other equipment. Direct RS232 access from nurse call systems Ethernet Simple Network Paging Protocol (eSNPP) interfaces from automation systems, nurse call systems, or other compatible systems Internal pages to alert maintenance personnel of an issue with the paging system A redundant paging terminal, transmitter and antenna is provided such that the main system has a fully functioning backup should some issue occur with the main system, and shall provide complete campus coverage. A primary and a backup interface system to send tone remote control functions from the paging terminals to the transmitters located in other parts of VA campuses. A new 250 watt Broadband high-reliability paging transmitter connected to a new exterior antenna to provide excellent paging service to VA campuses in which they are located is proposed. The unit must operate from 100 watts to 300 watts and be capable of voice and digital paging modes. Retrofitting the existing Distance (DX) Radio System voice and digital transmitters back to factory specifications to support to the new main transmitters. Provide new antennas and transmission lines with connectors for the main transmitter systems and a backup antenna for the backup system. In addition, the backup system will be located in a different rack physically removed from the main antenna such that a single lightning hit would not incapacitate both the main and standby radio transmitting systems. Pagers of the type and quantity as defined in Attachment A X (, Text, and Paddle) will be provided with programming hardware and software and fixtures that shall give VA administrators full access to system maintenance and operations. The Contractor shall provide training on the programming and use of each type of pager as part of the installation and program management. The Contractor shall provide all user manuals and product literature. 12-month standard warranty support shall be provided on all hardware, software and installations services. The following circumstances are the minimum required for the conditional use of Un or Non-Licensed Radio and Wireless Equipment / System(s) and Operations in VA Owned or Leased Facilities (here-in-after referred to as the Facility). VA Headquarters Office of Information and Telecommunication s (OI&T 005), Spectrum Management and Communications Security (COMSEC) Service (SMCS 005OP2H3), Special Communications Team (SCT 005OP2H3) are the Authority Having Jurisdiction (AHJ) confirmed by the Secretary in VA Manual MP-6, OT, Part VIII Telecommunications, Chapter 5 Audio/Radio/Television and COMSEC Communications (Note: SMCS is in the process of moving [c2015]; however the contents of this document remains enforce, only our supporting agency will be different). Each item of radio and wireless equipment, system(s) or operation whose radio frequency (RF) equipment is listed under the Federal Government s Consolidated Federal Regulations (CFR), Title 47 FCC, Communications Act of 1934 (as amended); Part 15 Radio Frequency Devices, Annex A General, Paragraph 15.5 Technical Requirements must be installed and operated in a manner consistent with Part 15 s Harmful Interference restrictions. a.   The instructions and information are expanded in CFR 47, Title 15 Department of Commerce, under the Information Technology Management Reform Act (Public Law 104 106), National Telecommunications Information Administration (NTIA) Manual of Regulations and Procedures for Federal Radio Frequency Management (aka The Red Book ), Chapter 7 Authorized Frequency Usage, Paragraphs: 1)   7.8 Purchase and Use of Non-Licensed Devices, 2)   7.9 Development and Use of Non-Licensed Devices, and 3)   Annex K Technical Standards for Federal Non-Licensed Devices. b.   RF devices that are FCC Part 15 and NTIA listed shall not be installed or used in VA areas where: Safety of Life; Emergency; Patient, Staff and Public Safety functions / operations are accomplished; OR, where Code Blue (aka Cardiac Arrest) / Critical Enunciation(s); Hostile Personal or Physical Offensives may occur (Note: a list of the minimum VA Facility Areas / Locations affected by this statement is provided as Attachment One). c.    If external or internal interference is detected and cannot be corrected, the FCC Part 15 or NTIA Listed radio or wireless equipment, system or operation affected, must be turned off until corrections and/or substitutions can be made (Contact VA s AHJ SMCS 005OP2H3, (202) 461-5311 or (202) 461-5301for assistance concerning this issue). 3.   Each FCC Part 15 and NTIA listed Radio and Wireless Equipment and System(s): a.   That connects to an OI&T Network, shall conform to one of the Department of Commerce s approved National Recognized Testing Laboratory s (i.e. NRTL - Underwriters Laboratories, Inc. [UL], etc.) UL 60950-1/2, IT Equipment Safety, General Requirements; AND the appropriate UL listing sticker/label must be permanently attached to each equipment item (Note: a list of the minimum equipment and systems affected by this statement is provided in Attachment Two). b.   Must be installed as a standalone frequency restricting / isolating system (i.e. 802.11[*] type distribution system, etc.). Direct connection to the patient shall not be allowed (re UL 60950-1/2, Paragraph 1.1.2). 1)   The Facility s Bio-Medical Engineering Service must review each equipment item and system to insure it is not installed or operated in Safety of Life location(s) and survey each item and system initially, and on-going for its service life, to insure interference is not being generated with or being interfered by other equipment or system. 2)   The Facility Safety Officer shall insure that appropriate and extensive training is provided for users of FCC Part 15 and NTIA listed RF equipment and systems that may be approved for use in VA / Facility HIPAA and PII issues. 4. The use of FCC Part 15 and NTIA Listed radio and wireless equipment and systems in the remaining parts of the Facility may be conditionally approved, on a case-by-case basis, with consensus of the below identified Region, VISN and Facility Authoritative Individuals; and our office after VA s Risk Assessment and MOU Documents are accomplish for each of the aforementioned equipment and system (Note: copy(s) of these documents are available form VA s AHJ, SMCS 005OP2H3 at the telephone number(s) and address mentioned herein).  5.   FCC Part 15 and NTIA listed radio and wireless equipment s RF band(s) of operation are not owned, managed or controlled by VA; but by others (i.e. Nurses Call UL-1069, Edition 7, Para-graph 2.1.2 provides this definition wireless devices utilize a shared radio (ie RF) space that is not guaranteed to be available or work in all real-world environments ). Therefore, great care must be taken to ensure that when any system and equipment identified herein is anticipated to be used; a complete safety evaluation and cost benefit analysis (CBA) are accomplished to insure the use of Medical Care / Tax Payer Funds would be a reasonable investment since the possibility exists VA s AHJ, SMCS 005OP2H3 may require the Facility to turn it off in the future concerning the; aforementioned. interference issue(s). 6.  A fully accomplished copy of this Non-Licensed Wireless Use MOU; indicating full approval, must be provided to our office FOR EACH FCC Part 15 and NTIA Listed Radio and Wireless Equipment and System that is installed and used in and by the Facility. 7.  OI&T Data Transmission Safety / Security (FIPS 140-2) Certification: contact VA s OCIS 005OP2 at (304) 262-7757 for specific approval(s) concerning this issue. 8.  Connecting any RF System to a Nurses Call / Code Blue System, each connection must conform to the following Occupational Safety and Health Administration (OSHA), Assistant Secretary extracts provided for your information purposed (Note - complete copies of these documents are provided in Attachment Three). a.  Nurse call systems are tested against the provisions of Nationally Recognized Testing Laboratory NRTL (UL) Standard 1069-Hospital Signaling and Nurse Call Equipment, Revision 7, or its equivalent. This testing is the minimum basis for certification and/or approval by a NRTL. Such a certification and/or approval is what OSHA requires. Pocket paging (aka RF) systems are normally only tested for fire and electrical shock producing hazards and are not tested as extensively as a nurse call system which is also tested for reliability of operation and performance. b.  If a nurse call system interfaces with a pocket paging (aka RF) system, each whole system (the nurse call system plus the pocket paging [RF] system) must be tested against the provisions of UL 1069 or its equivalent. Otherwise the NRTL certification and / or approval is not valid and it will not meet OSHA requirements. c.  VA applies this OSHA decision to all emergency and safety systems where an RF attachment may be anticipated requiring the execution of the; aforementioned, MOU. 9.  An additional note of concern VA (VHA) has executed a MOU concerning the design, use, installation and operation of Radio Frequency Tracking and Locating System (RFLS) systems within their facilities, that must be a part of each Facility s Radio System Official Documents with concurrent copies provided to SMCS 005OP2H3 (a copy is provided in Attachment Four). The use of Wireless Fidelity (Wi Fi) based equipment and systems ARE NOT ALLOWED for Code Blue and Nurses Call, Critical, Life and Public Safety, Emergency and other like functions until each item of equipment meets or exceeds the minimum conditions describe herein AND the associated Risk The Contractor shall provide the following services in the support of the Contract: Local Policy: The Contractor and their personnel shall follow all local VA policies, standard operating procedures, applicable laws and regulations while on VA property. The Contractor shall contact the local VA COR to determine these local laws, rules and regulations. Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law. Installation Scheduling: All paging installations at the previously mentioned locations will be scheduled by the local VA site POC. The Contractor shall coordinate the installations with each VAMC POC listed in the delivery schedule. The exact date and time to perform the installation required herein shall be coordinated with and approved by the COR at least 5 business days prior to mobilizing to the site to accomplish the work. The Contractor shall ensure its performance does not have an adverse impact on normal VA operations at the site, which may require performance after normal business hours. Contractor representatives performing this task shall be escorted by VA staff at all times. Installation and Test Plans: Contractor shall ensure that all antennas and transmitters are properly configured to the pagers and severs. The Contractor shall address all VA comments and incorporate the VA agreed upon updates into the plans prior to the beginning of the installation. The Contractor shall be responsible for the installation at all VAMC sites within 120 days after receipt of equipment. Installation: The Contractor shall perform the installation based on the installation plan and schedule set by each site s POC. The Contractor shall install paging include all necessary hardware, software, and installation. The Contractor shall test the installation based on the test plan and record all test failures. The Contractor shall record the test results in the Test Result Report that shall identify all test result (pass/failure). For test failures, the Contractor shall specify the plan to resolve the test failure, its severity (e.g., critical), and a VA agreed upon time frame as to when the failure is planned to be resolved based upon severity. Once resolved the equipment/functions shall be retested to confirm the failure has been corrected. The Contractor shall provide a final report to the COR showing all systems and functions at all sites operating with all failures resolved as agreed upon by the VA. The Contractor shall furnish all personnel, equipment, tools, materials, transportation, management supervision, and other items and services necessary to perform installations of paging system. The Contractor shall provide proof of manufacturer certifications. Warranty Support: Warranty period begins after Government acceptance of all products and shall be supported for 12 months. The Contractor shall provide technician warranty support (e.g., installation of replacement equipment; software revisions/upgrades) for all newly installed equipment. The Contractor shall provide warranty support throughout the twelve-month warranty period. Should hardware products fail within the one-year warranty on hardware and/or software the Contractor shall be called in to perform the function of replacing the failed part(s) within one business day. Software products shall be covered for defects and upgrades for one year after Government acceptance of all products. If software upgrades are released during that year, the Contractor shall obtain and install the new software version. If the software is defective and does not perform as intended, the Contractor shall obtain and install a new copy of the current version. ROUTINE MAINTENANCE CALL. A routine maintenance call is generally defined as a failure condition or malfunction of any component of the paging system that does not cause a significant disruption or degradation of paging capabilities or user access to the system. After receipt of a routine maintenance call, a repairman shall be on premise and initiate troubleshooting and repair within twenty-four (24) hours. Once repairs are initiated, work will continue until completed. The site Telecommunications Manager shall determine if a call is of a routine or emergency nature. ROUTINE SERVICE CALL. A routine service call generally includes items such as training, preventative maintenance, and other items not related to a current failure condition or malfunction of any component of the paging system. This service request shall be provided within five (5) working days after receipt of a written request. TROUBLESHOOTING AND REPAIR SERVICE. Any problem with the system must be isolated and repaired by the contractor. The contractor will trouble shoot the hardware, and communications/ancillary equipment to determine the best method of repair. If problems are found, the contractor shall contact the site telecommunications manager and continue corrective measures until the problem is resolved. The contractor shall record all maintenance service (MAC) calls in a logbook in the switch room or as described by the telecommunications manager. Information required is date service request was received, ticket number assigned, date service was completed, total amount of downtime and what was accomplished. DOCUMENTATION. The contractor shall conduct all radio paging system operation and maintenance in accordance with the paging manufacturer s manuals. The contractor shall operate under, but not be limited to the following national codes, telecommunications industry standards and practices: National Electric Code (NEC), Part 800 Article 250, Building Industry Consulting Service International (BICSI), all standards, Electronic Industries Association/Telecommunications Industry Association EIA/TIA 569 (Standard for telecommunications pathways and spaces requirements), Telecommunications Industry Association/Electronic Industries Association TIA/EIA 568A (or alternatively TIA/EIA 568B) (Telecommunications cabling standard), ICEA Publications S-80-576-1988, Telecommunications Industry Association/Electronic Industries Association TIA/EIA 607 (Building grounding and bonding requirements), Telecommunications Industry Association/Electronic Industries Association TIA/EIA 606 (Standard for records, labeling and space & pathway administration), Federal Communications Commission (FCC) Part 68, Americans with Disabilities Act (ADA), National Fire Protection Association (NFPA), Underwriters Laboratories (UL). PREVENTIVE MAINTENANCE SERVICE. The contractor shall schedule and conduct all preventive maintenance tasks. A record shall be made of all required preventive maintenance tasks as described earlier. All instrument measurements are to be recorded and retained for future reference. The VA will review all maintenance tasks (corrective, preventive, etc.) on a quarterly basis with the contractor. SYSTEM IMPROVEMENTS. The contractor is encouraged to identify and recommend technological advances, changes, or other improvements to the paging system that will improve system efficiency, reduce required maintenance or otherwise lower costs to the customer. The contractor will make recommendations for application upgrades. All system data is the responsibility of the contractor and must be protected from disaster loss. SOFTWARE SUPPORT INSTALLED SOFTWARE The Contractor shall support the existing software, including any Original Equipment Manufacturer (OEM)-sponsored modification or revisions thereof, at no additional cost, unless otherwise specified. The support provided will consist of correction of errors, provision of OEM-sponsored modifications, improvements, and revisions. MODIFICATIONS AND REVISIONS The Contractor shall provide to the VA Telecommunication Manager a written notice of each OEM software patch/upgrade/new release within sixty (60) days of receiving OEM notification. The notice shall identify the software patch number or version in the case of upgrade/new release, synopsis of features/functions of the patch/upgrade/new release, any hardware required, and cost to furnish/install. The VA may, at its option, choose to accept or reject the patch/upgrade/new release. If accepted by the VA, the Contractor shall provide support for installed software at no additional cost. Any reprogramming of additional equipment required to accommodate such patch/upgrade/new release will be at the contractor s expense. Contractor should have the ability to restore the system to its pre-patch state if a critical issue or conflict is identified as a result of a patch/upgrade/new release. SOFTWARE PERFORMANCE The existing software shall be maintained to conform to and perform in accordance with the OEM's functional descriptions and data requirements. OPERATING SYSTEM SOFTWARE The Contractor shall support the existing operating system software required to make use of the equipment. Operating system software refers to those routines that interface directly with hardware peripheral devices, the computer operations, and applications and utility programs. 6. SYSTEM REPORTS Contractor shall develop paging system reporting tools to provide reports on: (a) Listing of all users in the system and all settings for their assigned pager. (b) Listing of pager groups to include all devices within a group (c) Listing of the Message Log Report by specified dates, times and for text pages the IP address of the sender. (d) Ability to run queries (reports) for specific field conditions, like Diverted pagers, pagers by capcode, and pagers by department. The reporting tools must provide report printing capabilities to a local facility network printer and be exportable in text or MS Excel format. Written instructions will be provided for each site on the installation and utilization of the reporting tools. Proposals for additional management reports to improve system utilization and management oversight should be submitted by the contractor as part of the quote. 7. ADDITIONAL DATA BACKUP REQUIREMENTS Contractor will develop standardized data base backup procedures for all facilities. System backups for each facility will be saved to a designated folder on a server via network connection in addition to being maintained on site. The capability to do automatically scheduled backups is highly desirable. 8. SYSTEM ACCESS & MAINTENANCE System access, maintenance, adds, & changes to be reported on a Service Report Form to be sent to contracting and Local CO & COTR 24 hours prior to any modifications. Example form attached. 9. ABILITY TO CREATE & MODIFY GROUP PAGING FROM THE PAGING TERMINAL. HOURS OF OPERATION. Normal tour-of-duty hours in a Department of Veterans Affairs (VA) facility is from 8:00 AM to 4:30 PM, Monday through Friday, excluding Federal holidays. There may be instances in which the Contractor's workday may be outside of this time frame. Contractor personnel working on-site at any VA location shall adhere to the rules and regulations in place at the specific VA location. SCHEDULE FOR DELIVERABLES Delivery shall be within 60 days of receipt and processing. All installation shall be completed within 90 days of delivery. The period of performance for warranty shall be for 12 months.