Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF APRIL 23, 2025 SAM #8549
SOURCES SOUGHT

65 -- Automated Medication Dispensing System Salt Lake City VA Health Care System

Notice Date

4/21/2025 9:15:53 AM
 

Notice Type

Sources Sought
 

NAICS

339112 — Surgical and Medical Instrument Manufacturing
 

Contracting Office

NETWORK CONTRACT OFFICE 19 (36C259) Greenwood Village CO 80111 USA
 

ZIP Code

80111
 

Solicitation Number

36C25925Q0391
 

Response Due

4/25/2025 11:00:00 AM
 

Archive Date

05/10/2025
 

Point of Contact

Stephanie Cahill, Contract Specialist, Phone: 303-712-5841
 

E-Mail Address

Stephanie.Cahill@va.gov
(Stephanie.Cahill@va.gov)
 

Awardee

null
 

Description

Sources Sought Notice Sources Sought Notice Page 5 of 5 Sources Sought Notice *= Required Field Sources Sought Notice Page 1 of 5 This is NOT a solicitation or request for quote (RFQ). This is NOT a request for proposal (RFP). This is NOT a job advertisement for hiring employees. The VA is seeking QUALIFIED VENDORS to provide a very brief response to this notice including only just what is asked for in this notice below. This is sources sought notice to industry and the only information is posted on Contract Opportunities web page at SAM.gov. Sources sought means seeking qualified vendors. The attachments included on the Contract Opportunities page do not include any additional information. If your company is interested, please read this notice entirely and submit the required information, as requested herein. Replacement of Automated Medication Dispensing System Salt Lake City VA Medical Center, Utah BRIEF SCOPE OF WORK (This is for information only) IMPORTANT NOTE: This Sources Sought is for market research purposes only (to determine the socioeconomic status of interested companies). No award will be made off this posting. The Salt Lake City VA Health Care System (SLCVAHCS) requires the replacement of their current automated medication dispensing system for use at their main facility, SLC VA Medical Center, as well as ten (10) outpatient clinics. **The following list of line items as a general overview of the requirement with the understanding different brands may require more/less line items to fully meet the need of the station. OVERVIEW: Main Facility + 10 Outpatient Clinics 0001 Controlled Substance Safe (11 storage compartments) 2 EA 0002 Controlled Substance Safe (3 storage compartments) 1 EA 0003 Automated Dispensing Cabinets 57 EA 0004 Anesthesia Stations 12 EA 0005 Drug Storage Carousels 3 EA 0006 Servers 1 EA 0007 Refrigeration Medication Storage 24 EA 0008 Auxillary Equipment TBD EA 0009 Licenses and Software TBD EA 0010 Training 1 JB 0011 Warranty 12 MO 0012 Removal and Disposal of Existing Equipment 1 JB Salient Characteristics: CLIN 0001: Controlled Substance Safe (11 storage compartments) Report inventory reconciliation between ADCs and product dispensed from Pharmacy Vault. Able to run reports to trace medications, individuals, or access. Have drug accountability from receipt to waste. Store medication under security and have levels of access for individual users. Be able to store multiple drugs per storage area (i.e. one storage bin with 4 drugs stored) The ability to print reports that includes facilitation of drug tracers, medication reconciliation, discrepancy resolution, quality assurance reports, Controlled Substance Safe inventory, ADC inventory and dispensing record, ADC suggested order or pick list. Dispense patient specific medications (i.e. outpatient prescriptions) or to ADCs while tracking inventory in real time. Have ability to store waste in a secure location away from other pharmacy inventory. Contents of waste report shall be included. Be the most current versions of Software and Hardware available at time of delivery. Must include a barcode scanner and printer per cabinet. CLIN 0002: Controlled Substance Safe (3 storage compartments) Report inventory reconciliation between ADCs and product dispensed from Pharmacy Vault. Able to run reports to trace medications, individuals, or access. Have drug accountability from receipt to waste. Store medication under security and have levels of access for individual users. Be able to store multiple drugs per storage area (i.e. one storage bin with 4 drugs stored) The ability to print reports that includes facilitation of drug tracers, medication reconciliation, discrepancy resolution, quality assurance reports, Controlled Substance Safe inventory, ADC inventory and dispensing record, ADC suggested order or pick list, Drug diversion automated trending events that fall outside the parameters. Dispense patient specific medications (i.e. outpatient prescriptions) or to ADCs while tracking inventory in real time. Have ability to store waste in a secure location away from other pharmacy inventory. Contents of waste report shall be included. Be the most current versions of Software and Hardware available at time of delivery. Ability to run reports to show Override removal vs documentation time, Removal time vs documentation time, Waste vs documentation vs removal vs removals amounts/times, Anomalous usage report of Individuals with High usage. Ideally with a filter feature. Must include a barcode scanner and printer per cabinet. CLIN 0003: Automated Dispensing Cabinets: Include a touch screen, keyboard, touchpad, barcode scanner, and label printer. Be capable of custom configuration of internal drug storage pockets. Include flexibility to reconfigure secure storage drawers or areas within drawers to accommodate changing medications requirements at no additional cost. After the award, the VA will identify which specialty care area the cabinet will be placed and configure the cabinet to meet that area s required drawer configuration. Include pockets that have locking lids. Be able to securely dispense refrigerated or non-refrigerated medications while keeping inventory of items in refrigeration. Alert user for quantities removed greater or less than ordered. Provide secure dispensing of controlled substances with single unit dispensing restricting access to more then required dose. Require witness verification of inventory, waste, or discrepancies using unique individual access steps. ADCs will have security and various levels of access for individual users. Shall allow for management of users and enable termination or initiation of users from a web-based server interface or similar. System shall allow for some users to have multiple levels of access. The system shall have the option for increase security when dispensing controlled substance or other high alert medications (i.e. only access to the needed doses to dispense). Have a bio-ID technology for fingerprint scanning for security. Configure with pharmacy systems using the same server to transfer admissions, transfers, discharges, and orders in real time. Be compatible with VISTA PADE HL7 interface. Have inventory reports to optimize station inventory. Dispense medications in the event of communication loss with server (critical override). Have a mechanism in place to prevent the addition of temporary users. have station level access to allow temporary access to a float user. interface via HL7 with carousels. prevent tampering with drawers and pockets to prevent drug diversion using physical methods. Must have the ability to configure the cabinet s database to require at least a 5-letter medication name entry. Must have the ability to store patient specific medications in a location with a locking lid. A strength rating shall be applied if the system can track inventory of patient specific medications (i.e. patient name and drug name) and is only accessible for a single patient. Have diversion reporting capabilities. Store large bulky items such as IV fluids. Identification of which cabinets will store bulky items will be identified prior to delivery depending on cabinet location. Have to capability to lock a user after no more than 5 failed attempts. Pharmacy and other authorized users must be able to manage drug formulary, inventory, users, device settings, run reports, and server setting from the server interface. A strength rating shall be applied if the system can store patient specific medications. Secure cabinets must be a unit which inventory may only be accessed with bio id or unique codes per individual. Must work with the ADC s, Carousels, Safes, Fridges and all medication management systems. Must be able to work with current VA systems at the facility to maintain inventory and security. Be HL7 messaging compatible with VISTA. Must be able to report inventory, stock levels, access report, refill reports, medication tracking. Must include a barcode scanner and printer per cabinet. CLIN 0004: Anesthesia ADCs Will provide a secure environment for controlled substances and non-controlled medications. Will come with or be compatible with an anesthesia barcode medication labeling system. Must include a bar code scanner and printer. CLIN 0005: Drug Storage Carousels Integrate with ADCs for replenishment of ADCs. Be HL7 messaging compatible with VISTA. Be able, upon receiving a new order from HL7 interface or VISTA, correctly spin to the correct drug, have a mechanism (i.e., display pointing to correct location of drug) to identify where drug is stored, print a patient specific label, group multiple order for one patient. The printers shall be included within the quote. A strength rating shall be applied if a BCMA barcode can be incorporated. Have user interfaces that will include biometrics, display, keyboard, mouse, touch screen, wireless hand scanners. Have the following systems capability: Suggested order, inventory management, usage reports, ability to add/move/remove drugs from active inventory, remote location inventory (i.e., drug inventory not stocked in carousel) and the ability to easily manage the remote inventory. Be able to report current inventory, stocking activity, system changes, user access, and user actions. User shall be able to access it from the server interface. Be able to receive cart fill list via HL7 interface and will have the ability to either skip or pick items currently stocked in ADC depending on administration system settings. Have the ability of a user to manually access all stored medications in the event of a total power loss, malfunction, or damage to electric motor. Must be compatible with 2D barcodes to capture lots and expiration dates from compatible drug bottles barcodes and be able to store that information on the server. Be able to interface with site s prime vendor (McKesson Drug). Be able to store the same drug in multiple storage bins. Allow for the storage of more than one drug per storage bin. Be able to discern between bulk bottles and unit dose medications for the same drug. A strength rating shall be applied if the device is energy star rated. ** A strength rating shall be applied if the system provides storage locations outside of carousels and tracking (i.e. keep track of refrigerator stock).** Have the ability to connect to all other components within the Pharmacy dispensing system. i.e. ADM s Carousel, Safes, auxiliary equipment. Must include a wireless barcode scanner and printer. CLIN 0006: Servers The operating system (ie Windows 11) shall have at least 36 months of commercial availability. Unsupported software or operating systems is prohibited. VA shall provide and manage the virtual servers required for the solution. Vendor shall be in compliance with VA network security regulation according to VA Directive 6500 and 6550. Software Update/Patching: Software update and/or application patching shall be included. Vendor is responsible to coordinate with Facility Biomedical POC and work through facility change contract board prior to any update and/patching. VA Biomedical POC is responsible for Window security patch after vendor approves the patch. HTM shall be able to login, restart, shutdown and preform basic maintenance on servers. Shall allow for management of users and enable termination or initiation of users from a web-based server interface or similar. A trained biomed technician shall have a standard user account on the server with restart/shutdown rights, should the action be needed for maintenance/repair. CLIN 0007: Refrigeration Medication Storage Shall be secure by using a locking mechanism to prevent diversion. A strength rating shall be applied if the system has locking refrigerator bins. Allow secure storage of refrigerated controlled substances in individual locking bins that open and lock based on communication from the ADC equipment. CLIN 0008: Auxiliary Equipment To apply to equipment the vendor determines to be necessary for the requirement but is not covered within other line items. CLIN 0009: Licenses and Software All Licenses will grant permission for the use of the product while protecting personal information of patients and staff. Contractor Software must protect VA systems from malware, spyware or any breach of VA information by any Non VA entity. Integrated Servers must connect to all Pharmacy dispensing system. CLIN 0010: Training The vendor shall provide clinical training onsite. Assume users have no experience with medication dispensing systems. Training shall be provided in various forms of media such as, but not limited to, tutorials, manuals, computer-based training, distance, and on-site training, as appropriate. The Contractor must provide web-based training, self-paced to include modular training for clinical, that must be shared across VISNs at no additional cost to VA. Number of users expecting training: 5 pharmacy super-users, 4 pharmacy train-the-trainer users, 2 CBOCs train-the-trainer users (at each CBOC), 40 nursing train-the-trainer users at main facility: Included training shall include, but not be limited to, initial training of new personnel in operation and care of the system and reporting tools, as well as an actual demonstration of the system, and its interaction with the existing systems identified, i.e., VistA, medical device integration, Reporting Tool(s) and VA and/or commercial analytics solutions. Follow-on training shall be quoted for an additional 3 users per site to be taken within one year of post go-live. The Contractor shall provide guidance on completing any adjustments or other actions that may be undertaken by operating personnel in the event of malfunction or failure. The Contractor shall provide training manuals and instruction materials with implementation with each update to each attendee. The vendor shall provide biomed service training� to 4 biomed personnel. Assume no prior experience with a medication dispensing system and the training shall allow the staff to work on the system, obtain service keys/passwords for the life of the equipment, and have a standard user account on the server with restart/shutdown rights, should the action be needed for maintenance/repair. The training shall be at a similar level to the vendor s service technicians, allowing the trained biomed to perform repairs and conduct preventative maintenance regardless of whether a maintenance contract is purchased.� � The contractor shall provide access to Preventive Maintenance (PM) and Corrective Maintenance (CM) procedures, including any calibration or maintenance software (if applicable). CLIN 0011: Warranty All hardware and software shall include at least a 12-month warranty. CLIN 0012: Removal and Disposal of Existing Equipment Vendor will assess old equipment prior to install and have processes in place for the repurpose, return, removal, recycling or destruction of current equipment. Vendor will submit the plan to the SLC Pharmacy for review. Need to remove the three old carousel in the inpatient pharmacy and dispose of properly at correct waste sites or recycling centers. Need to remove all current equipment (ADC s, Safes, Auxiliary equipment and carts) that will not be integrated into the new system and disposed of at a correct waste site, recycling center or sent back to the original company. No equipment will be left on site once install is complete. Vendor must ensure that staff installing, or removal of equipment has no criminal history that would pose a risk to the pharmacy and inventory. If the following cannot be integrated the following will be removed and properly disposed of at the correct waste sites or recycling centers. The Contractor, its employees, agents, and subcontractors shall not be considered VA employees for any purpose of fulfilling the SOW and shall be considered employees of the Contractor. Contractor shall furnish all labor, materials, equipment, tools, shipping, transportation, insurances, licenses, certifications, and supervision necessary to provide services in accordance with this Statement of Work (SOW). The Contractor is responsible for all charges and fees related to disposal of materials generated by the Contractor. This is anticipated to be a commercial supply acquisition under the authority of FAR Part 12, Simplified Acquisition Procedures for Commercial Items. The product will be delivered to the following location: Salt Lake City VA Health Care System 500 Foothill Blvd., Salt Lake City, UT 84148 **in addition to 10 other VA outpatient clinics under the Salt Lake City VA Healthcare System** IMPORTANT NOTE: This RFI (Request for Information) is for information only. No award will be made from this RFI. QUALIFIED VENDOR: A qualified source has the a) necessary equipment, vehicles, personnel, resources and current operations as well as b) recent experience (within past 3 years) of performing services of a comparable size, scope and complexity, AND c) OEM certified technicians to perform services with unrestricted access to the facility during inclement weather, as well as immediate access to OEM software updates. A qualified source also has current and valid registration in System for Award Management (SAM), https://www.sam.gov). A qualified source will also be able to comply with Limitations of Subcontracting pursuant to FAR 19.507. Please communicate via e-mail to Stephanie.Cahill@VA.Gov by 12:00 MST on April 25th, 2025, as to your company s ability to perform service per this brief Scope of Work. If interested, please provide the following: Provide company s capability statement describing ability to provide equipment that meets or conforms to the salient characteristics listed above *include specification or brochure documents for confirmation of equivalent products* Company s business size in relation to NAICS 339112 and socio-economic category (SDVOSB/VOSB/WOSB/Large Business): SAM UEI: FSS/GSA contract # (if applicable): Estimated lead time: Where are the products manufactured/COO: Only written responses, to items 1 through 6 above, will be accepted at this stage. Information is being gathered for market research purposes only. Industry exchanges and vendor teleconferences are at the discretion of the Contract Specialist. This is not a request for quotes. DISCLAIMER: This is a Request for Information (RFI) from industry in accordance with Federal Acquisition Regulation (FAR) 15.201(e) and on the requirement, that exists for the VA Medical Center(s) identified in this RFI. This is not a request for quote and not a contract. This announcement is not a request for proposals; therefore, responses to the RFI are not considered offers and cannot be accepted by the Government to form a binding contract. This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responders are solely responsible for all expenses associated with responding to this RFI. No classified information should be included in the RFI response. Should you have concerns regarding this RFI you may request to contact the Contracting Office that will be assigned this requirement by emailing the sender of this RFI. Questions must be addressed in writing to the Contract Specialist. Requests for VA-business sensitive information, to include VA budget information, VA acquisition planning information, acquisition methods, strategies and set-asides must be addressed via the VA FOIA process: https://www.va.gov/foia/ Thank you for your interest in doing business with the VA. To learn more about the VA Mission, Vision, Core Values & Goals visit https://www.va.gov/about_va/mission.asp To understand the latest updates on the Veterans First Contracting Program visit https://www.va.gov/osdbu/verification/veterans_first_contracting_program_adjustments_to_reflect_the_supreme_court_kingdomware_decision.asp To find out how to do business with the VA visit https://www.va.gov/osdbu/library/dbwva.asp
 

Web Link

SAM.gov Permalink
(https://sam.gov/opp/1ed82f2fa83043fa98228ed054981c3d/view)
 

Place of Performance

Address: Salt Lake City VA Medical Center 500 Foothill Blvd.,, Salt Lake City, UT 84148, USA

Zip Code: 84148

Country: USA
 

Record

SN07416244-F 20250423/250421230050 (samdaily.us)
 

Source

SAM.gov Link to This Notice
(may not be valid after Archive Date)

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