Veterans Affairs

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FedBizOppsSources Sought Notice*******CLASSIFICATION CODESUBJECTCONTRACTING OFFICE'S ZIP-CODESOLICITATION NUMBERRESPONSE DATE (MM-DD-YYYY)ARCHIVE DAYS AFTER THE RESPONSE DATERECOVERY ACT FUNDSSET-ASIDENAICS CODECONTRACTING OFFICE ADDRESSPOINT OF CONTACT(POC Information Automatically Filled from User Profile Unless Entered)DESCRIPTIONSee AttachmentAGENCY'S URLURL DESCRIPTIONAGENCY CONTACT'S EMAIL ADDRESSEMAIL DESCRIPTION ADDRESSPOSTAL CODECOUNTRYADDITIONAL INFORMATIONGENERAL INFORMATIONPLACE OF PERFORMANCE* = Required FieldFedBizOpps Sources Sought NoticeRev. March 2010JVehicle Telematics (Fleet Management)Purpose of this Notice is to Determine Viable SourcesIncluding SDVOSB and VOSB Businesses.85723VA258-17-Q-024406-23-201760N334511SAVAHCSDepartment of Veterans AffairsContracting Section3601 S. 6th AvenueTucson AZ 85723Steven Jeffers520-629-4615Steven.Jeffers@NAVAHCS500 N. STATE HWY 89Prescott, AZ86313USAThe purpose of this sources sought notice is to determine viable sources to provide Fleet Management Telematics (GPS) to approximately 131 vehicles located at Northern Arizona VA Health Care System (NAVAHCS) in Prescott, AZ including SDVOSB and VOSB business concerns. When claiming SDVOSB/VOSB status the following clauses apply: Limitations of sub-contracting clause 52.219-14 and 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside. Please respond via email to HYPERLINK "mailto:Steven.Jeffers@" Steven.Jeffers@ if your business has the capability to fulfill this requirement to include a base year plus 4 (1 year) option years.STATEMENT OF WORKFleet Vehicle Telematics (GPS)1. General: This is a non-personnel services contract to provide Fleet Vehicle Telematics (GPS). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. 1.2 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Fleet Vehicle Telematics (GPS) as defined in this Statement of Work except for those items specified as government furnished property and services. The Contractor assumes all liability risks for work performed under this contract. The Contractor must assume total liability for all contract employees. The Contractor shall perform to the standards of the contract.1.3 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.1.4 Period of Performance: Base Period of Performance: To Be Determined1.5 Type of Contract: The government will award a firm fixed-priced contract1.6 Service Contract Act: The Service Contract Act applies to this contract. Current Service Contract Act Wage Determinations for the service areas will be attached to the contract. Employees performing under this contract must be paid at least the pay and fringe benefits described therein.1.7 Contracting Officer Representative (COR): The COR will be identified by a separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. A letter of designation issued to the COR, a copy of which will be provided to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.1.8 Contract Administration: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance in this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract will be issued via an amendment and/or modification in writing from the Contracting Officer to the Contactor.1.9 Invoices: Invoices are to be submitted electronically; quarterly, upon completion of the services that are performed, or upon completion of non-scheduled services. Invoices must include the IFCAP obligation number (Finance Purchase Order Number) that is provided on the order in order to ensure timely payment. The COR is responsible for acceptance of services and/or the processing of receiving reports for the services provided to the government.2. Background: From VA Handbook 0637: Telematics are required and shall be installed in all newly acquired VA motor vehicles, which include agency owned, donated, commercially-leased, and GSA-leased vehicles. Telematics shall also be installed on existing VA vehicles whose expected retention is more than two years.2.1 Objectives: 2.1.1 Install telematics (GPS) units on all motor vehicles operated by the Northern Arizona Veterans Affairs Health Care System (NAVAHCS).Currently 131 vehiclesExpected growth of 2-5 vehicles / yearVehicle Inventory contained in Appendix A2.1.2 Provide continuous GPS location of the Fleet.2,1,3 Provide historical data on the Fleet, including vehicle location and speed.2.1.4 Provide a driver interactive navigation device to 12 vehicles.3. Scope of Work: Service is used to monitor fleet vehicle status; services include but are not limited to: Provide real-time vehicle based tracking and management system including device to be hardwired under or into the onboard diagnostic portal of the vehicle. 3.0.1 Provide and collect GPS location data including but not limited to vehicle latitude and longitude, mileage, speed, stoppages, idling, engine status, fuel consumption/efficiency, aggressive driving behaviors (harsh braking, quick starts, harsh cornering), unauthorized vehicle activity, airbag deployment, etc. 3.0.2 Provide web-based fleet management software for the interpretation of collected GPS data in real-time through transmission of data over a cellular or satellite data network. 3.0.3 Provide the ability to store and forward data from the device when out of cellular range.3.0.4 Provide access to web-based fleet management software via smart phone as well as desktop. 3.0.5 Provide the ability to add a driver interactive navigation device. 3.1 Task Specifications:Fleet management software should include but not be limited to: 3.1.1 Multiple user logins with various access and permissions 3.1.2 Real-time vehicle monitoring 3.1.3 Mapping 3.1.4 Reporting – summary, standard, and custom3.1.5 Dashboard reports for quick monitoring3.1.6 Engine status/maintenance standards3.1.7 Alerts, Provide automated monthly information to include: total fuel used, miles traveled, number of engine starts, “hard braking” incidents, and “fast start” events.3.1.8 Geo-fencing 3.1.9 Ability to support 130 to 160 vehicles. 3.1.10 Provide access to GPS raw data for import into external software applications. 3.1.11 Fuel card services and integration. 3.1.12 Track vehicle maintenance and send email alerts when maintenance is due.3.1.13 Preferred but not required: In-vehicle messaging (i.e. ability to communicate with drivers).3.1.14 Driver interactive navigation device compatibility.Database Management Specifications:Provide all required servers, security certificates, server internet infrastructure, and ongoing infrastructure management to support software application. Including but not limited to database server, web server, email server or service, operating systems, and other supporting software, firewalls, as well as all backup services and restoration services. Develop a public website interface. The site should include responsive design to adapt to small and large display devices and computers. Software must provide the ability to grant logins to designees with limited access to view only data associated with their groupSoftware such as:Route Information Trip Information Mileage Fuel Limited access should be provided for designees to update/modify information based on predetermined time period.Software must provide the ability to collect specific information (through website and/or mobile application) from user or service lines daily including:# of riders participating in the vanTime of departure (origin) Time of arrival (destination) Time of departure (destination) Type of trip designation Software must be capable of generating emails and notifications to vanpool contacts. Administrative features should be available to create email and notification text. The ability to send an email/notification to an individual or multiple contacts is desired. The ability to schedule notifications would also be desired.Software must provide administrative interface with the ability to access all data and perform all software functions. Including but not limited to data input/management and running/creating reports. Software must provide the means to administratively collect all data required for NTD reporting and program management including but not limited to:Vehicle Fleet InformationVehicle Maintenance Information Route Information Trip Information MileageFuelExpenses Ability to connect with Telematics device to retrieve daily mileage, fuel, trip information as well as provide notifications for pending maintenance, useful life, annual mileageSoftware must Vendor will provide sufficient training services to staff to ensure general autonomous software administration.Vendor will provide software support services during business hours including provisions for software updates and new features as well as upgrades. Support services should be available by phone and webinar.Identified and/or reported software issues or system unavailability issues shall be addressed immediately with resolution begin within 4 business hours. Vendor will keep appraised of resolution progress throughout the issue resolution process.Vendor shall claim no ownership of the database contents accumulated through the use of the provided software and defer all ownership rights to the data.4. General Information4.1 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).4.2 Recognized Holidays: The contractor is not required to work on recognized holidays, but web access to the GPS monitoring system is required as well as historical data retention.New Year’s DayLabor DayMartin Luther King Jr.’s BirthdayColumbus DayPresident’s DayVeteran’s DayMemorial DayThanksgiving DayIndependence DayChristmas Day4.3 Hours of Operation: The contractor is responsible for conducting business, between the hours of 8a.m. to 4p.m., Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.4.4 Place of Performance: The work to be performed under this contract will be performed at the main hospital campus; 500 500 N Highway 89 Prescott, AZ 86313 and CBOC locations.5 GOVERNMENT REQUIREMENTS: 5.1 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.5.1.1 In the event keys are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.5.1.2 The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.5.2 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.5.3 Information Security: The Contractor will not have access to the VA information system or access to government computers to access online resources while in the performance of services of the contract.The Contractor will not have access to Patient Health Information (PHI) while in the performance of services of the contract. In the event any confidential data is encountered, the Contractor will act accordingly with the conditions set forth in the Privacy Act.6. TECHNICAL EXHIBIT 1Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.Performance Objective(The Service required—usually a shall statement)StandardPerformance Threshold (This is the maximum error rate. It could possibly be “Zero deviation from standard”)Method of SurveillancePRS # 1. Initial installationThe contractor shall install vehicle GPS telematics on government vehicles operated by the Department of Veterans Affairs, Northern Arizona VA Health Care System (NAVAHCS)Upon receiving notification of contract award, the Contractor shall have 30 calendar days to complete installation and configuration of GPS telematics devices for the current fleet of 131 vehicles.Zero deviation from standard100% InspectionPRS # 2. GPS unit removal The contractor shall remove vehicle GPS telematics on vehicles identified by NAVAHCS.Upon receiving notification of the need to remove any GPS unit from a vehicle, the Contractor shall have 3 business days to complete removal of the unit. The removed equipment shall be returned to NAVAHCS.Zero deviation from standard100% InspectionPRS # 3. New installationsThe contractor shall install vehicle GPS telematics on all new vehicles procured by NAVAHCS.Upon receiving notification of any new vehicles procured, the Contractor shall have 14 calendar days to complete installation and configuration of GPS telematics devices on new vehicles.If available, Contractor shall re-use GPS units previously removed from a NAVAHCS vehicle.Zero deviation from standard100% InspectionPRS # 4. Web AccessThe contractor shall provide a means to monitor NAVAHCS vehicles via the internet. The Contractor shall provide the means to view telematics information (location, vehicle speed, etc.) via the internet upon demand.Zero deviation from standardRandom SamplingPRS # 4. Correct Odometer ReadingsThe GPS telematics must accurately report current vehicle odometer.The Contractor shall configure each telematics unit to accurately report current vehicle odometer reading.Zero deviation from standardCustomer ComplaintRandom Sampling: Appropriate for frequently recurring tasks. Evaluate randomly selected samples of the lot to determine the acceptability of the entire lot.Random Inspection Guide, Method of surveillance, Lot size, Sample size, Performance requirement, Sampling procedure, Inspection procedure100 Percent Inspection: Appropriate for tasks that occur infrequently. Inspect and evaluate performance each time task is performed.Periodic Surveillance: Evaluation of samples selected on other than 100% or statistically random basis (i.e., monthly, quarterly, semi-annually etc.).Customer Complaint: Complaints must be addressed.6.1 TECHNICAL EXHIBIT 2DELIVERABLES SCHEDULEDeliverableFrequencyQuantityMedium/FormatSubmit ToInstallation & configuration of GPS telematics unitsInitially within 30 calendar days of contract award. Within 14 calendar days for new vehicles thereafter.131N/AFleet Manager, CORWeb AccessWithin 5 days of contract award2InternetFleet Manager, COREmail notificationsUpon occurrence of any predetermined parameter (check engine light notification, speed violation, etc)TBDEmailFleet Manager, CORCustomized reportsUpon demandTBDInternetFleet Manager, COR6.2 TECHNICAL EXHIBIT 3ESTIMATED WORKLOAD DATAITEMNAMEESTIMATED QUANTITY1Installation & configuration of GPS telematics units131units23457. GOVERNMENT FURNISHED EQUIPMENT No equipment to be furnished by the Government.Appendix A Vehicle Inventory1DODGEDAKOTA19982CHEVROLETS-1019983CHEVROLETS-1019984FORDE-45020015FORDF150 PICKUP20026FORDFREESTAR20047CHEVROLETSILVERADO20048FORDF150 PICKUP20059FORDF150 PICKUP200510FORDE-350200511FORDE150 VAN200612CHEVROLETEXPRESS200613CHEVROLETEXPRESS200614FORDFREESTAR200615CHEVROLETtrailblazer 200616FORDVAN200617FORDVAN200618FORDE-350200719FORDRANGER200720FORDRANGER200721FORDVAN200722FORDE350200823CHEVROLETEQUINOX200824CHEVROLETEQUINOX200825CHEVROLETEQUINOX200826CHEVROLETEQUINOX200827CHEVROLETEQUINOX200828FORDEXPLORER200829FORDEXPLORER200830FORDEXPLORER200831FORDEXPLORER200832FORDEXPLORER200833CHEVROLETEXPRESS200834CHEVROLETEXPRESS200835FORDF150 SUPERCREW200836FORDF250 PICKUP200837FORDF250 PICKUP200838FORDF-550200839CHEVROLETSILVERADO200840DODGERAM 2500200841FORDRANGER200842CHEVROLETSILVERADO200843CHEVROLETSILVERADO 2500200844CHEVROLETTRAILBLAZER200845FORDVAN200846FORDVAN200847CHEVROLETEQUINOX200948FORDEXPLORER200949FORDEXPEDITION201050FORDEXPEDITION201051FORDEXPEDITION201052FORDEXPEDITION201053FORDEXPEDITION201054FORDEXPEDITION201055FORDEXPLORER201056FORDEXPLORER201057CHEVROLETHHR201058JEEPLIBERTY201059CHEVROLETEXPRESS 4500201060CHEVROLETEXPRESS 4500201061CHEVROLETEXPRESS 4500201062CHEVROLETEXPRESS 4500201063CHEVROLETEXPRESS 4500201064CHEVROLETTAHOE201065FORDVAN201066CHEVROLETCOLORADO201167FORDESCAPE201168FORDESCAPE201169FORDESCAPE201170JEEPGRAND CHEROKEE201171CHEVROLETSuburban201172CHEVROLETTAHOE201173FORDVAN201174FORDF350 PICKUP201275CHEVROLETEXPRESS 3500201276CHEVROLETEXPRESS 3500201277CHEVROLETEXPRESS 3501201278FORDVAN201279FORDE350201380FORDE350201381CHEVROLETEQUINOX201382CHEVROLETEQUINOX201383FORDEXPLORER201384FORDFLEX201385JEEPPATRIOT201386JEEPPATRIOT201387JEEPPATRIOT201388JEEPPATRIOT201389JEEPPATRIOT201390JEEPPATRIOT201391JEEPPATRIOT201392JEEPPATRIOT201393JEEPPATRIOT201394JEEPPATRIOT201395JEEPCHEROKEE201496JEEPCHEROKEE201497JEEPCHEROKEE201498CHEVROLETEQUINOX201499CHEVROLETEQUINOX2014100CHEVROLETEQUINOX2014101CHEVROLETEQUINOX2014102FORDESCAPE2014103FORDEXPLORER2014104FORDFLEX2014105CHEVROLETCOLORADO2015106CHEVROLETEQUINOX2015107CHEVROLETEQUINOX2015108CHEVROLETEQUINOX2015109CHEVROLETEQUINOX2015110FORDEXPLORER2015111FORDF-2502015112FORDF-2502015113HYUNDAISONATA2015114CHEVROLETTERRAIN2015115CHEVROLETTERRAIN2015116FORDTRANSIT2015117CHEVROLETTRAVERSE2015118DODGE5500 RAM2016119INTERNATIONALBOX TRUCK2016120INTERNATIONALBOX TRUCK2016121DODGECARAVAN2016122DODGECARAVAN2016123CHEVROLETEQUINOX2016124FORDESCAPE2016125FORDPICK UP2016126DODGERAM PICK UP2016127FORDTRANSIT2016128FORDTRANSIT2016129FORDTRANSIT 1502016130FORDESCAPE2017131FORDESCAPE2017 ................
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