This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise because of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract based on this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following responses for all the questions or requests (a) thru (s) in order to be considered for this acquisition: (a) Company Name _______________________________________________ (b) Address_______________________________________________________ (c) Point of Contact ________________________________________________ (d) Phone, Fax, and Email____________________________________________ (e) UEI number ____________________________________________________ (f) Cage Code_________________________________________________________ (g) Tax ID Number ________________________________________________________ (h) Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB)_____________________ Veteran Owned Small Business (VOSB)_______________________ Hubzone________________________________ Woman Owned Small Business (WOSB)___________________________ Large Business___________________________________ Is your company considered small under the NAICS code identified under this SSN/RFI? Yes______ No________ (j) Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above? Yes______ No________ (k) If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of contact. Designated Distributors Company POC Phone Email (l) If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? Yes______ No________ If you do, state how and what is altered; assembled; modified? Response:_____________________________________________________________________ (m) If you intend to subcontract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization? Subcontract Yes______ No________ Portion of Total Cost:_______________________ Please provide estimated detailed percentage breakdowns related to subcontracted work. Response:_________________________________________________________________ __________________________________________________________________________ (n) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract number. Yes______ No________ Contract #_________________________________ (o) If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract? Yes______ No________ (p) Please provide general pricing of your products/service for market research purposes. Product/Service Unit Unit Price Amount Important (s) Must provide a statement of capability that clearly addresses the organization s qualifications and ability to perform as a contractor for the work described below. Work to be performed: DESCRIPTION/SPECIFICATIONS/WORK STATEMENT Scope: The services, maintenance, and subscriptions to be provided by the contractor under this agreement shall consist of furnishing all parts, labor and transportation to provide preventive maintenance and repair of the equipment. BD-Pyxis/CareFusion products at the Kansas City VA Medical Center and affiliated Community Based Outpatient Clinics (CBOCs) include Pyxis Automated Dispensing Cabinets, Pyxis IV Prep (BD Cato), Pyxis Logistics Inventory Manager, Knowledge Portal, and Pyxis ES. This includes licenses for Pyxis ES and subscriptions for Pyxis IV Prep. This does not include the Pyxis Supply system or equipment related to that system such as JITrBUD. Contractor shall only support assets listed on the support contract. Contractor shall perform onsite preventative maintenance of Pyxis Equipment. KCVA will open a service request when preventative maintenance is required for equipment listed on the support contract. Background: The CareFusion Pyxis Medication Dispensing System is used by the pharmacy to safely, accurately, and quickly obtain medication for patients during hospital stays. The equipment is critical for Nursing Services and patient safety at the VA Medical Center. This procurement is to establish a service contract required to cover preventative and corrective maintenance services. This contract is issued to ensure the continuous reliability of the equipment identified in the statement of work. The reliable and accurate operation of the equipment at all times, is considered critical to the health of patients. With the purchase of a support plan, Contractor will provide 24/7/365 access to their Technical Support Center. Contractor will also provide parts, labor, and equipment necessary to keep the Products properly performing during the initial term, however, consumables are not included as part of the support plan. Contractor will perform onsite preventative maintenance of Pyxis Equipment in accordance with Contractor s then-current preventive maintenance schedule, which is stated in section 7. The contractor will provide the Advanced Support plan to ensure an uptime guarantee of 97%. Period of Agreement: The POP shall begin 02/01/2026 and continue for one year, with four option years. Base Year [03/01/2026 02/28/2027] Option Year I [03/01/2027 02/28/2028] Option Year II [03/01/2028 02/28/2029] Option Year III [03/01/2029 02/28/2030] Option Year IV [03/01/2030 02/28/2031] Services to be provided: The Contractor shall provide preventative and corrective maintenance, including emergencies on the equipment stated in Section 5. Repair: Repair services will be provided to diagnose and correct equipment malfunctions, either on a routine or emergency basis. Inadequate or improper repairs performed by the contractor will be correctly repaired at a time convenient to the VA at no additional expense to the VA. Parts: All replacement parts furnished will be new or factory rebuilt and equal to or exceeding the manufacturer s authorized parts specifications in order to keep equipment operating properly to manufacturer specifications. The contractor will furnish all parts required in the maintenance of the equipment at no additional cost (except consumable supplies). Other replacement parts will be available within twenty-four hours to effect needed repairs. The contractor may modify the system to facilitate replacement parts which are not identical to the part being replaced. The term, System , refers to the hardware, software, support structures, etc. as shipped from the manufacturer and updated according to manufacturer s specifications. All labor and travel during standard hours of coverage Inclusion of all parts that fail during normal use Remote support On-board system diagnostics Preventative maintenance, safety and calibration of equipment Software updates. With the purchase of a support plan, Contractor will provide 24/7/365 access to their Technical Support Center. Contractor will also provide parts, labor, and equipment necessary to keep the Products properly performing during the initial term, however, consumables are not included as part of the support plan. Contractor provides a Guaranteed Response Time (GRT) from the time of dispatch, dependent upon the contracted plan, and as such, Contractor does not offer priority scheduling service. Contractor cannot commit to a 24-hour guarantee of replacement parts. Contractor will provide customers with proactive monitoring for eligible products, where Contractor proactively monitors the status and operational health of your devices to identify warnings, errors, and system issues in real time. Contractor will perform onsite preventative maintenance of Pyxis Equipment in accordance with Contractor s preventive maintenance schedule, stated above. Equipment to be Serviced: Listed in Section D under Attachment A Licenses and Subscriptions: Listed in Section D under Attachment A Preventative Maintenance: Preventive maintenance inspections will be provided once every year during the contract period or as required by manufacturer maintenance manual whichever is more stringent. Contractor will perform onsite preventative maintenance of Pyxis Equipment in accordance with Contractor s preventive maintenance schedule, stated above. KCVA will open a service request when preventative maintenance is required for equipment listed on the support contract. Preventive maintenance inspections will be performed in a manner, which clearly demonstrates that all equipment meets or exceeds all manufacturers technical performance specifications. Preventive maintenance inspection will include all items outlined in the manufacturer s manual. Maintenance will include, but is not restricted to: Cleaning of the equipment Completing installation and documentation of all minor operational and reliability engineering notice changes. Running system diagnostics (hardware and software). Calibrating, adjusting and lubricating the equipment to manufacturer s specifications as required. Each piece of equipment will be checked for leakage current and ground wire resistance to assure that the equipment meets NFPA 70, NEC: NFPA 99 AND UL 544. Contractor will perform onsite preventative maintenance of Pyxis Equipment in accordance with Contractor s preventive maintenance schedule, stated above. Contractor will provide all factory maintenance required software or hardware. The contractor is responsible for incorporating all manufacturers recommended hardware and software maintenance of existing equipment, which ensure performance to current product specifications. This service will be performed at a time specified by the VA and agreeable to the contractor. All contractors will be required to install and maintain the engineering updates as requested by the factory. The updates will be incorporated in a timeframe as specified by the manufacturer or mutually agreed upon by the VA and the contractor. All updates and installations will be provided by the contractor at no additional cost to the VA. Timely Y2K or other date sensitive corrections are a required upgrade by the contractor. Under a support plan, updates are included at no extra. Updates are defined as: bug fix, error correction, virus update, minor enhancement or modification to existing features to maintain the security or operation of the software. Upgrades provided during the term of the contracted support plan are included at no additional cost. Upgrades are defined as: major enhancements, new features, other improvements to the software that do not include any equipment, third-party software or software that Contractor licenses separately. Preventive maintenance inspections will be performed on a weekday at a time set once the contract is awarded. The equipment user, Point of Contact, and the contractor must all agree to the recurring time set for preventive maintenance inspections. Contractor will provide service reports for all services. With a contracted support plan, preventative maintenance will be performed on-site in accordance with Contractor s then-current preventative maintenance schedule, stated in Section 7. Customer shall coordinate with Contractor to schedule the preventative maintenance at a mutually agreeable time. During the Support Term, BD will provide replacement parts, labor, and equipment as necessary to keep the Products and BD-provided interfaces ( Interfaces ) performing in accordance with the material specifications of the applicable Documentation ( Properly Performing ). For each service visit, a detailed Equipment Service Report will be required. Each service report shall include: Name of the contractor and contracting number. Name of the Field Service Engineer (FSE) performing the services. Contractor Service Number/Log Number. Date, time (starting and ending), equipment downtime and hours-on-site for service call. Identification of equipment to be serviced, invoice or ID number, manufacturer s name, device name, model number, serial number and any other manufacturer s identification numbers. Description of problem reported by COR/User. Signature from the FSE performing services described. Signature from an authorized VA employee who witnessed services described Scheduling Arrangements: If Onsite support is required for regular or emergency, response time is Eight (8) hours from dispatch. Routine service calls are ones which in the estimation of the VA, are necessary to diagnose and repair equipment problems, but can be performed within normal working hours. Response to the contractor for routine service calls made during the hours of 8:00 am and 4:30 p.m. If Onsite support is required for regular or emergency, response time is Eight (8) hours from dispatch. Emergency service calls are ones which, in the estimation of the VA, require the immediate response of the contractor. Response time of the contractor for emergency service calls made during the hours of 8:00 am through 4:30 pm (of normal working days) will result in a response time of within 8 hours of being officially notified. If Onsite support is required for regular or emergency, response time is Eight (8) hours from dispatch. The term, Response time of the Contractor , will result in a physical presence of a fully qualified technician arriving on station within the specified timeframe. With a contracted support plan, BD Technical and Field Support is available 24/7/365. Calls to the Technical Support Center are handled as soon as they are received. In the event that an on-site service dispatch is determined to be necessary to resolve a given issue, Guaranteed Response Time (GRT) varies by service program and response times are calculated from the time that a Field Service Technician is dispatched. On-site guarantees vary by Support Agreement type, KCVA will have the Advance support plan with an 8 hour GRT. Locations: Kansas City VA Medical Center (Main Campus/Facility) 4801 E Linwood Boulevard Kansas City, MO 64128 Phone: (816)861-4700 x57484 Fax: (816)922-4876 Hours/Days of Operation: M-F, Open 24 hours each day (Including Federal Holidays) Belton Outpatient Clinic (CBOC) 209 Cunningham Industrial Pkwy Belton, MO 64012 Phone: (816)922-2161 Fax: (816)922-4690 Hours/Days of Operation: M-F, 8:00am 4:30pm Central. Cameron Outpatient Clinic (CBOC) 1111 Euclid Drive Cameron, MO 64429 Phone: (816)922-2500 Fax: (816)632-1962 Hours/Days of Operation: M-F, 8:00am 4:30pm Central. Excelsior Springs Outpatient Clinic (CBOC) 197 S. McCleary Road Excelsior Springs, MO 64024 Phone: (816)637-3588 Fax: (816)637-2480 Hours/Days of Operation: M-F, 8:00am 4:30pm Central. Honor Annex Outpatient Clinic (CBOC) 4251 Northern Avenue Kansas City, MO 64133 Phone: (816)861-4700 Fax: (816)922-4814 Hours/Days of Operation: M-F, 8:00am 4:30pm Central. Johnson County(JOCO)/Radiation Oncology Outpatient Clinic (CBOC) 10500 Mastin Street Overland Park, KS 66212 Phone: (816)922-2880 Fax: (913)227-0962 Hours/Days of Operation: M-F, 8:00am 4:30pm Central. Lenexa Outpatient Clinic (CBOC) 15512 W. 113th Street Lenexa, KS 66219 Phone: (816)922-2522 Hours/Days of Operation: M-F, 8:00am 4:30pm Central. Nevada Outpatient Clinic (CBOC) 322 South Prewitt Lane Nevada, MO 64772 Phone: (816)922-2635 Fax: (417)549-6218 Hours/Days of Operation: M-F, 8:00am 4:30pm Central. Paola Outpatient Clinic (CBOC) 311 Hedge Lane Road Paola, KS 66071 Phone: (816)922-2160 Fax: (913)294-2198 Hours/Days of Operation: M-F, 8:00am 4:30pm Central. Shawnee Outpatient Clinic (CBOC) 6830 Anderson Street Shawnee, KS 66226 Phone: (816)922-2750 Hours/Days of Operation: M-F, 8:00am 4:30pm Central. Warrensburg Outpatient Clinic (CBOC) 702 E. Young Avenue Warrensburg, MO 64093 Phone: (816)922-2165 Fax: (660)422-6354 Hours/Days of Operation: M-F, 8:00am 4:30pm Central. Documentation: At the completion of each preventive maintenance inspection or service call, the contractor will provide a service report to the Point of Contact, or his designee. This report will clearly indicate the date of service, the type of service performed, the model and serial number of equipment serviced, the name of the field technician involved, and a description of the service performed. The Point of Contact assigned in this contract will sign if applicable. Service reports will be used to verify work and payments will not be made without service reports to document work. Report to include VA PM number, Model number, Serial number and Bldg/Room number (location of work). Field Service Reports will be generated at the conclusion of the service call and will be available electronically through our online service portal or by calling our Technical Support Center. For each service visit, a detailed Equipment Service Report will be required. Each service report shall include: Name of the contractor and contracting number. Name of the Field Service Engineer (FSE) performing the services. Contractor Service Number/Log Number. Date, time (starting and ending), equipment downtime and hours-on-site for service call. Identification of equipment to be serviced, invoice or ID number, manufacturer s name, device name, model number, serial number and any other manufacturer s identification numbers. Description of problem reported by COR/User. Signature from the FSE performing services described. Signature from an authorized VA employee who witnessed services described Special Instructions: The contractor s representative will report to the Kansas City VAMC Pharmacy (Open 24/7), at 814-861-4700 Ext: 57484 Federal Holidays Observed by the VA Medical Center New Year s Day, Martin Luther King, Jr. Day, President s Day, Memorial Day , Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and any other day specifically designated by the President of the United States. Terms and Conditions: The VA will provide the contractor authorized personnel access to the equipment and adequate working space during performance of any services specified in this agreement. The VA will operate the equipment in the environment for which it is intended, providing a manufacturer s specified environment regarding humidity and temperature. Personnel Qualifications: Contractor personnel performing maintenance, repair services, and providing technical support must be fully qualified, competent, and certified by BD-Pyxis/CareFusion. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: 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. 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. 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. 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. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. 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. 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.]. 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. 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 information. VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY language FOR Inclusion into CONTRACTS 1. GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 1. ACCESS to VA INFORMATION AND VA INFORMATION SYSTEMS a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. b. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. BD employees who no longer needs access, is terminated or transfers to another department will have their access rights removed to the VA system through BD s internal process. 2. VA INFORMATION CUSTODIAL Language a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). b. If VA determines that the contractor has violated any of the information confidentiality, privacy, security, and other provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. 3. SECURITY INCIDENT INVESTIGATION a. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. c. To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. d. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. BD will provide a written report of any possible security incident within 10 business days, as stipulated in the BAA. e. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. 4. LIQUIDATED DAMAGES FOR DATA BREACH a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. b. The contractor/subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. c. Each risk analysis shall address all relevant information concerning the data breach, including the following: (1) Nature of the event (loss, theft, unauthorized access); (2) Description of the event, including: (a) date of occurrence; (b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code; (3) Number of individuals affected or potentially affected; (4) Names of individuals or groups affected or potentially affected; (5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text; (6) Amount of time the data has been out of VA control; (7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); (8) Known misuses of data containing sensitive personal information, if any; (9) Assessment of the potential harm to the affected individuals; (10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and (11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. f. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $__37.50__ per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1) Notification; (2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; (3) Data breach analysis; (4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; (5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and (6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. 5. TRAINING a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: (1) Successfully complete the appropriate VA privacy training and annually complete required privacy training (See below training); and (2) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access g. The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. h. Failure to complete the mandatory annual training, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. BD will adhere to VA training requirements through the facilitation of VA COR or other identified VA point of contract from the VA Medical Center to coordinate training information dissemination and collection. Delays in BD receiving VA Medical Center point(s) of contact or information will not impact the contract initiation/start date deliverables or any other services BD obligations. 7. ADDITIONAL Requirements a. The COR is responsible for coordinating with the Police prior to contractor arrival to identify the names of contractor personnel so that Police can ensure sufficient number of contractor badges are available for issuance prior to beginning work. COR is also responsible for signing out and signing in temporary contractor badges. b. The COR is also responsible for maintaining copies of signed Privacy training for all contractors according to RCS 10-1. c. Any work performed outside of official VA business hours after hours will require escorts. d. Escort duties for un-cleared contractors are strictly limited to government officials, specifically VA employees. At no time are contractors allowed to escort other contractors. Contract Administration Data All contract administration functions will be retained by the Department of Veterans Affairs. The Contracting Officer will be 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 will be authorized to make commitments or issue changes that affect price, quantity, or quality of performance of 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 unauthorized and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. Contracting Officer s Representative Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer, the designated representative for this contract will be determined at award. Acronyms and Definitions CDR: Contract Discrepancy Report. Report issued by the Government to the contractor to document a supply or service found to be unacceptable during contract performance. CLIN: Contract Line-Item Number. Unit of work (or service) to be performed (or delivered) by the contractor as a pay item. CO: Contracting Officer. A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. COR: Contracting Officer s Representative. An individual, including a Contracting Officer s Representative (COR), designated and authorized in writing by the contracting officer to perform specific technical or administrative functions. QA: Quality Assurance. Actions taken by the government to assure contracted services meet PWS requirements. Personnel Non-Personal Services This is a non-personal services contract. Personnel rendering services under this contract are not subject either by the contract s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. The Government shall not exercise any supervision or control over the contract service s performing services herein. Such contract service s shall be accountable solely to the Contractor who, in turn, is responsible to the Government. Contractor Compliance with the Immigration and Nationality Act of 1952 The Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of Veterans Affairs patient referrals. Hours of Operations Business hours for the VAMC follow: a. Administrative hours: Monday through Friday, 8:00 a.m. - 4:30 p.m. b. National Holidays: The 11 holidays observed by the Federal Government are: New Year s Day; Martin Luther King s Birthday; Presidents Day; Memorial Day; Juneteenth Independence Day Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving; Christmas; and any other day specifically declared by the President of the United States to be a national holiday. (c.) Off-Duty hours: Friday through Monday, 4:30 p.m. - 8:00 a.m.; Monday through Thursday, 4:30 pm 8:00 am. Quality Control CONTRACT PERFORMANCE MONITORING. The COR may perform surveillance of services by any of the methods listed below: a. Observing actual performance; b. Inspecting the services to determine whether or not the performance meets the performance standards; and c. Review of any other appropriate records. (1) When unacceptable performance occurs, the COR shall inform the Contractor and the Contracting Officer. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file. When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor program manager. The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the Contractor has to present this corrective action plan to the COR. The Government shall review the Contractor corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the Contracting Officer. (2) Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer representative(s); The Government shall periodically evaluate the Contractor performance by appointing a Contracting Officers Representative (COR) to monitor performance to ensure services are received. The Government representative(s) shall evaluate the Contractor performance through inspections of observations, inspection of services or any other form of documentation and all complaints from VA personnel. The Government may inspect as each task is completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. The Government Contracting Officer shall make final determination of the validity of customer complaint(s). (3) If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may require the Contractor to take necessary action to ensure that future performance conforms to contract requirements at no additional cost to the Government. Contract Security The C&A requirements do not apply and a Security Accreditation Package is not required . Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this source sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to an acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Currently a total set-aside for Service-Disabled Veteran Owned Small Business firms is anticipated based on the Veterans Administration requirement with Public Law 109-461, Section 8127 Veterans Benefit Act. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open. Any response to this source selection from Interested parties must be received NLT 02/18/2026, 1500 PM CST. Attention: Michael Murphy, Contracting Officer Email: Michael.murphy7@va.gov Offerors shall reference 36C25526Q0203 Pyxis KC in the subject line of all emails. Please provide your Unique Entity ID so that your organization can be identified in SAM.GOV and VetBiz if organization is claiming SDVOSB preference. Only organizations with an active SAM.GOV account can be considered. Utilize this link to either start a new registration or to renew the organization s registration. https://sam.gov/content/home
