R702--Intent to Sole Source Notice for Computer Web based Facility Managment Solution (CAFM) and Capital Asset Inventory (CAI) for the Tennessee Valle Heath Care System

TVHS VA STATEMENT OF WORK PROJECT TITLE: Services for the management of a Computer Web based Facility Management Solution (CAFM) and Capital Asset Inventory (CAI) database interface including reporting functions. Project main Address: Veterans Affairs, Tennessee Valley Health Care System, 1310 24th Ave, Nashville, TN 37212 See Attachment A for specific locations. STATEMENT OF WORK The Tennessee Valley Healthcare System (TVHS) has a requirement for services to manage a computer aided web based CAFM solution and supported services including: Drawing / Space / Capital Asset Inventory (CAI) database interface with reporting functions, graphical tools to store and share architectural engineering AutoCAD drawings, assign space and report usage among VHA organizational groups and to maintain a master AutoCAD as-built drawing database for the facilities. This service is to include As- Built Surveys & drawings (annual survey required), maintenance & updating the drawings and software customization for database accuracy to be updated monthly. Cloud based file storage of drawings required with 24/7 access and built-in version control for security. Square footage for the two Main Facilities is 1,674.423 of GSF. Offeror s CAFM Solution shall provide maintenance, upgrades of all software and licensing for 12-month periods and implementation and upgrades of future models with the ability to expand the system with additional functions as the TVHS requires. It shall be a multi-user, multi-tasking stand-alone system supporting multiple users (10 staff minimum) in TVHS (Tennessee Valley Healthcare System) designated Services/Organizations spanning multiple buildings (multi levels) in owned locations. Cloud-based access shall be required via FEDRAMP or VA compliant CSP. Task A. CAFM Solution Offeror s CAFM Solution pricing should be based on annual 12-month periods and shall include pricing for the licensing and set-up implementation costs associated with the Base CAFM Module Suite. General Requirements and Minimum Standards General Requirements and Minimum Standards Offeror shall deliver and implement a CAFM Solution that meets the following General Application Requirements and Minimum Specifications in support of the TVHS: Includes space management, Capital Assets Inventory (CAI) Reporting, move management, employee location management, lease management, asset management, room scheduling/hoteling and occupancy tracking. Get all floorplans validated to service and staff level, updated, and uploaded to the system. Web based solution with user access through a standard web browser Includes chargeback functionality for detailed space accounting to the space, cost center, division, department or building level Supports industry standard area calculations that include Gross and Net area. Allows for individual spaces to be assigned to one or more organizational entities Includes both standard and user defined data for buildings, and sites. Building data that can be tracked by building, floor or room Links data to AutoCAD drawings Utilizes an industry standard database such as SQL Includes an easy-to-use, industry standard report writer and ad-hoc report writing capabilities Navigation is primarily graphical, with consistently designed user interface screens and consistent keystroke functionality throughout the application Allows an unlimited number of user-definable data fields As delivered contains a significant number of facilities management space and asset reports Ad hoc query capability includes the ability to query drawings for such things as vacant spaces or spaces with certain characteristics or occupancy Easy-to-use reporting tools that support generation of standard reports and the ability to generate special queries, to sort and filter data in a variety of ways Strong query capability with a user-friendly interface Provides a "notes" capability throughout the application in order to record activities and actions taken which are not accommodated within the data structure itself Users can construct and save customized queries Ability to use maps, drawings and photos to drill down to critical data Floor plan viewing does not require plugins or Active-X controls etc. Forms and fields can be configured to use conditional logic to change available fields, tabs etc. based upon values selected in drop-down boxes, check boxes etc. End user administration is 100% web based Software hosting must be on a FedRAMP LI-SaaS certified platform Able to store multiple types of files including but not limited to all Microsoft Office suite type documents along with jpeg, pdf, etc. Ability to upload scanned documents to the application Ability to attach a default document to spaces, assets, equipment, lease information, etc. Ability to save and attach images and photographs. Ability to create dashboards and charts showing relevant data from the system and permission to various groups as relevant per role Security Requirements Offeror shall deliver and implement a CAFM Solution that meets the following Security Requirements in support of the TVHS Real Estate Portfolio: Security can be defined by both field, user and function Maintains a unique security profile for each user I.D. and groups of like users Can allow Contractors, as well as employees, to be system users without jeopardizing system security CAFM Solution Servers must be FedRAMP Low-Impact Certified Technical Requirements Offeror shall deliver and implement a CAFM Solution that meets the following Technical Requirements in support of the TVHS Real Estate Portfolio: Tools to integrate with other systems, such as CMMS, HR or ERP systems Does not rely on proprietary software for either graphical display or navigation, for database functionality or for report development Must be built on the MS .Net framework Web interface uses a standard web browser such as Microsoft Explorer Database tools to repair and recover files Modules are tightly integrated and share a common data structure and data tables Open, ODBC-compliant database design with an object-oriented, relational, and bi- directional database management system Exports and imports data to/from spreadsheets, databases, and other standard Microsoft products Has disaster recovery capabilities Incorporates AutoCAD drawings Must have an internal graphic engine that can open and view AutoCAD drawings. There must be no need for separate copies of AutoCAD. All modules share common tables, use similar startup screens, use standard interface capabilities throughout and are written in a consistent language and development environment throughout. Allows multiple users to access the various modules at the same time without noticeable negative impact on the computer network response time or product functionality. Has the ability to handle large volumes of data, to archive data and to import/export data in all tables All modules must be developed on the same platform Runs on MS SQL Server 2008 or greater Allows for the utilization of SSRS for reporting solutions Has a fully documented data schema Has the ability to extend the features of the existing application (Extensibility) Ability to mass upload data information through an Excel spreadsheet All fields have audit trail functionality to track who changed the field, when it was changed, and to / from what value(s). Provides standard audit trail functionality that details the history of change to a field. Space & Occupancy Management Offeror shall provide a CAFM Solution that supports TVHS Space and Occupancy Management related activities: Tracks space and occupancy for multiple sites and buildings Produces predefined space utilization reports on demand Can track rental and operating costs per SF by space types Can track space and the space occupant to different organizational entities Tracks attributes for rooms such as wall finishes, floor finishes, lighting conditions, etc. Tracks conference room characteristics such as AV equipment, room set-up and capacity Tracks the assignment of spaces to divisions, departments and employees Ability to classify all spaces by user defined codes for categories of occupancy and assignment Calculates space charge backs to definable occupant groups Supports the ability to assign different rent rates for different types of space (for example: labs, data centers, offices, warehouse) Incorporates functional stacking and blocking capability Ability to store and analyze space utilization data for each facility Ability to monitor user-defined space standards by employee type or job function System can compare actual space standards to space allocations Both graphical display and text reporting of vacant, underutilized, or over utilized spaces Supports user defined space uses and space types Tracks organizational hierarchy by matrix of department and division roll-up Allows for a distinction between occupancy and ownership of spaces Supports prorating of building common and primary circulation space Ability to generate preliminary restacking plans and to save various versions of a plan for graphical review Tools to allow a user to implement the appropriate measures to ensure there is consistent documentation and good tracking for handling of space requests Tools to allow a user to develop recommendations for the appropriate utilization of space, based on data collected Ability to provide "net usage" square footage value by division or department Ability to attach photographs to buildings, floors, and spaces Has multiple, flexible, detailed data fields for buildings and floors Has the ability to add additional fields as required. Provides space use management capabilities Ability for users to turn on and off pre-defined layers within the floorplan viewer and the ability to save views on a user or global basis. Ability to update an employee s seat assignment by dragging and dropping on a floor plan. The system shall provide drawing redline / markup capabilities Ability to create new spaces on floor plans within the system interface without a deep understanding of AutoCAD. Privileged users can create new p-lines and red-line layers within the system interface. Can run automatic graphical queries across one or several floor plans. Drawings act as graphic reports, displaying text from the database on the drawing. Ability to store drawings depicting occupancy from past time periods. Asset Management Module Offeror shall provide a CAFM Solution with a module that supports TVHS Asset Management related activities: Tracks assets to organizational entities and to individual employees Tracks the location of assets or equipment, both in the software database and on a drawing. Create an asset catalogue that includes digital photographs, maintenance procedures and other text documents Performs asset counts automatically Tracks asset and equipment warranties with alerts for warranties due to expire within a user specified time period Tracks employee ownership of equipment such as laptops, pagers and cell phones, used both off-site and on-site Zoom and print drawings, to show asset or equipment locations within rooms Tracks asset costs and depreciation Track assets throughout the purchase, use and retirement process Capable of integrating with 3rd party handheld barcode readers Mobile Interface Offeror shall provide a CAFM Solution with a CAFM Solution Mobile Interface: Mobile device support using mobile-optimized website or app. Mobile device support for Android, iOS, Windows, etc. Users can take and upload photos to various records within the system from a mobile device. Mobile platform that offers responsive design Move Management Offeror shall provide a CAFM Solution that supports TVHS Move Management related activities: Handle large, planned moves, as well as simple one at a time moves Track multiple moves on a single move project Create and modify move commitment dates and schedule required resources Move work orders can be sent to various departments with their specific responsibilities itemized on the work order Creation of a web-enabled move work orders that provide all required information for move planning Move work orders can incorporate a requirement for Supervisor approval prior to the Request being routed to Planning Supports entry of contents of workspaces that are to be moved with the employee Store and report on move history, move costs and move trends over user-defined time periods Generate move schedules and tasks Shows move details on floor plans Crosshatch floor plans by future department locations Display future occupants names on floor plans Drag and drop move support for creating individual moves, project moves or adding occupants to existing move projects Room Scheduling/Hoteling Module Offeror shall provide a CAFM Solution that supports Room Scheduling and Hoteling with the following features: The System shall be able to use CAD Floor Plan drawings with furniture layouts. It shall be possible to Configure required rooms as Schedulable for Room booking. The seating capacity of Schedulable rooms shall be definable, and it should be possible to Specify Amenities available like Projector, Whiteboard, etc. The system shall be allowed to Attach photos of the rooms if available. The system shall be capable for configurable workflow for Room booking approval, and it should be possible to Specify Rooms that require approval, if any The system shall be accessible from iOS and Android apps for Bookings, Approvals, Check-in, Check-out, Cancellation & Extension The system shall be capable of doing Recurring Booking with Daily/Weekly/Monthly options available. It should be possible to view Room Details, Room Calendar and Floor Plan views for ready reference during booking. The system shall be capable to support Invitee Management feature for inviting meeting participants along with Room Booking The System shall be able to use CAD Floor Plan drawings with Furniture layout. The Seats shall be definable at their actual locations in the floor plans. It should be possible to configure Seat Types (Workstation/Cubicle/Cabin/ ) It should be possible to do Seat allocation to Divisions/Projects The system shall be accessible from iOS and Android apps for Bookings, Approvals, Check-in, Check-out, Cancellation & Extension The system shall be capable of doing Multiple booking with Daily/Weekly/Monthly recurrence. The system should be capable manage Bulk booking by managers for reporting employees. The system should be able to send Email notification for booking confirmation. The system shall be capable of configuring Advance check-in and Post check-in periods. Hardware for Occupancy Sensing The offeror shall provide a CAFM Solution with a module that supports TVHS requirements for real-time occupancy tracking of certain rooms such as patient exam rooms. The vendor shall provide the sensors and associated hardware and the software components for occupancy tracking in 300 rooms. The components shall consist of: Passive infrared infra-red sensors deployed in each tracked room for objectively tracking occupancy. Internet-of-Things based gateways for collecting sensor motion data The gateway shall then transmit the data over a cellular internet connection to the servers. Cloud-based software that receives sensor data from gateways and packages it up for display to users. Each sensor shall be battery powered (at least 5-year life span). The sensors shall detect motion in a cone of at least 15 feet in diameter for a total detection diameter of 30 . Gateways shall be plugged into AC power and shall include a 24-hour lithium-ion battery to cover emergency power outages All motion data shall be encrypted The Tracking software component shall provide the following features: Top Level Metrics Occupancy data can be filtered by Service Line, Space Function and Location (site/building/room) over a day, week, month, or customer date period. Users can quickly view the number of rooms tracked, % of utilization, including average utilization. Multiple Data Views occupancy data for any room or groups of rooms can be viewed by the following criteria: By Date; By Time; By Room; By Service Line; By Space Function; or by custom groups that match rooms organized by clinic, sub- clinic, or any other grouping criteria the user requires. Portable Data all data views in the Tracking module can be viewed in easy to consume bar and line graphs. In addition, any view is exportable to Excel for convenient sharing with colleagues and reports. Task B. Implementation Support Services Implementation Support Services, as defined in Task B, shall consist of one-time tasks that the Offeror shall complete within the first year of the contract. Implementation Project Management Offeror shall provide project management services throughout the implementation phase (Task B) with a principal Project Manager who will be responsible for all aspects of the CAFM Solution implementation and the main liaison with the TVHS team. Within 30 days of award the offeror will submit a Project Management Plan for review and approval that will include a project schedule, outline all project deliverables and their schedule, and define how progress will be communicated and monitored throughout the initial implementation. Project management activities throughout the project will include the following at a minimum: Weekly Meetings until Implementation is accepted by TVHS Communications Project Coordination Project Status reporting Priorities, Phasing & Workflows Offeror shall work with TVHS to identify TVHS priorities, phasing, and ideal workflows associated with implementing the CAFM Solution. These will formulate the implementation planning efforts both in the short- and long-term. During this aspect of the process, the Offeror shall provide the following: Priorities: Offeror to conduct Stakeholder Interviews as it relates to the priorities associated with implementing the CAFM Solution across the TVHS portfolio. o Identify TVHS Implementation Priorities o Identify Capital/Small Project Improvement Programs/Planning Phasing: Offeror to provide a recommended implementation strategy that takes into consideration priorities, budget, user and portfolio considerations, and deployment strategy. Workflows. Offeror to validate current workflows and formulate ideal workflows for various aspects of the CAFM Solution, inclusive but not limited to maintenance/facility work order, move, furniture, and new employee requests, etc. o To develop ideal workflows, the Offeror shall: o Validate third-party operators, vendors, or contractors responsible for operations, maintenance, and moves at each location. o Validate roles, responsibilities, contractual obligations, and contact information for the following at each location: landlord, lessor, building manager/facility manager, janitorial, after hours support, VA representative (if applicable), and TVHS representative etc. o Conduct vendor/contractor integrations analysis and recommendations. o Develop Standard Operating Procedures to document the TVHS new workflows. Task C. On-going maintenance and support The vendor shall provide on-going maintenance and support for the system. This shall consist of providing (1) access to the software modules and (2) updating and maintaining the database. C1. Access to software modules The vendor shall maintain the software system on a 24/7 basis. In addition to maintaining the software, the vendor shall provide users support using email, telephone, and on-line meetings. This support shall be available during normal business hours. C2. Database maintenance The VA will periodically notify the vendor of changes in the database including changes in drawings. The vendor shall promptly update the database and drawings. Task D Training The vendor shall develop a training program and offer it to the VA staff. There shall be two types of training: (1) user level training and (2) administrator level training. During the base year, after the system is completely implemented, the vendor shall conduct the training sessions on-line. After the base year, the vendor shall conduct user level training on-line as often as TVHS requires. After the base year, the administrative level training shall be conducted on-line once every year. Other Terms and Conditions Various field verification work may be done on site at the ordering by the TVHS VA Healthcare System and shall be coordinated with the Contracting Officer Representative (COR) appointed by the CO and /or POC (Point of Contact). Generally, work will be done during normal business hours (M-F 8:00AM to 4:00PM), holidays excluded. All drawings and data produced by the vendor will become the property of the Tennessee Valley Healthcare System. Upon contract expiration, the vendor will be required to destroy all paper data associated with the facility drawings and data sets and verify the method of destruction with the VA COR & Information Security Officer prior to such action. The vendor shall deliver/return all paper documents that may have been generated and electronic data on VA laptops to VA COR for destruction and review. All .dwg drawings will be given to the VA TVHS POC. Contractor will adhere to NARA RECORDS MANAGEMENT CLAUSE (Attachment B) Contractor will comply with VA Rules of Behavior regarding data use and protection of VA sensitive information. Periods of Performance The Contractor shall provide all services as described herein commencing on the effective date of this contract, and for a twelve-month base plus four twelve-month periods thereafter. Additionally, providing Contractor s services meet the expectations and standards described in this document at the sole discretion of TVHS Contractor shall be able to provide the same services for twelve-month periods following the initial period. Should there be an issue with the vendor performance during this period and the contract is being terminated, the calculation of the monthly service utilized at that date will be divided by the contract amount and this will be the fee paid for services to date only. The full contract amount will not be paid. Contractor Security Requirements The Contractor s employees shall bring photo ID to obtain a VA Contractor identification badge. The COR will identify personnel who will escort and coordinate access to the areas of work. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. The C&A requirements do not apply, and a Security Accreditation Package is not required Quality Assurance Plan (QASP) Performance will be measured by software accessibility to the end user, vendor timeliness in responding to service requests, and the quality of the maintained drawings and database. The facilities drawings created by the vendor shall be compliant with VA standards and be compatible with generally accepted industry practices. When the vendor creates new facility drawings the vendor shall submit a preliminary set of drawings for review by the medial center staff. The vendor shall hold in person or on-line discussions to discuss the review findings and make agreed-upon modifications. The facilities related data such as occupancy by service lines collected or validated by the vendor must be reviewed by Healthcare System staff and the vendor shall make all agreed-upon changes. When the Healthcare System sends out existing drawings for updating to the vendor, vendor shall acknowledge the receipt within seven days of receiving them. Within the next seven days the vendor shall hold discussions with the VA staff if the vendor has questions or requires clarifications. Once the clarifications are done, the vendor shall update the drawings and load them on to the platform within a 30 day period. The quality of the images maintained in the vendor s database shall be legible and high quality. The vendor shall make all appointments scheduled with the COR on time and without delay. Attachment A Facilities to be included in Scope of Work at this time (additional to be added in future) VA Alvin C York Campus (43 buildings; 942,554 sf), 3400 Lebanon Rd, Murfreesboro, TN, 37129 VA Nashville Campus (3 buildings; 679,009 sf), 1310 24th Ave S., Nashville, TN 37212 VA Albion Street VA Clinic (1 building; 4892 sf), 1818 Albion St, Nashville, TN 37208 VA Athens VA Clinic (1 building; 5,500 sf), 1320 Decatur Pike, Athens, TN 37303 VA Charlotte Ave VA Clinic (1 building; 12,965 sf), 1919 Charlotte Ave, Nashville, TN 37203 VA Clarksville VA Clinic (1 building; 34,000 sf), 782 Weatherly Dr, Clarksville, TN 37043 VA Dalton Drive VA Clinic (1 building; 4905 sf), 2292 Dalton Dr, Ste F, Clarksville, TN 37043 VA Dover VA Clinic (1 building; 5648 sf), 1406 Donelson Pkwy, Dover, TN 37058 VA Gallatin VA Clinic (1 building; 9440 sf), 419 Steam Plant Rd, Gallatin, TN 37066 VA International Plaza VA Clinic (1 building; 11,000 sf), 2 International Plaza Dr, Ste 300, Nashville, TN 37217 VA Pointe Center VA Clinic (1 building; 9,999 sf), 1208 Pointe Centre, Ste 100, Chattanooga, TN 37421 VA Chattanooga Clinic, (1 building, 96,000 GSF), 6401 Shallowford Road, Chattanooga, Tn. 37421 VA Tullahoma VA Clinic (1 building; 3895 sf), 225 Von Karman Rd, Arnold Air Force Base, TN 37389 Attachment B NARA RECORDS MANAGEMENT CLAUSE 1. Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. 2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. 3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 4. 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 by the Freedom of Information Act. 5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. 6. The Government Agency owns the rights to all data/records produced as part of this contract. 7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. 8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. 9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 10. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary inform