Statement of Work
Contents
A. Project Title 3
B. Procurement Type 3
C. Introduction 3
D. Background 3
E. Scope 3
F. Place of Performance 3
G. Period of Performance 4
H. Point of Contacts 4
I. Salient Characteristics 4
J. Equipment Changes 11
K. Security 11
L. Network and Hardware 12
M. Electrical/Power 13
N. Implementation/Project Management 13
O. Installation and De-Installation 14
P. Check In/Out and Removeable Media Scanning 15
Q. Manuals, Release Notes and Service Bulletins 16
R. Disinfecting Instructions 16
S. Training 16
T. Telephone and Online Support and Technical Consultation 17
U. Response Time 17
V. System Uptime 18
W. Service Reports and Electronic Service Log 18
X. Product Modifications, Removal or Recall 18
Y. Delivery, Shipping and Materials Requirements 19
Z. Disposal of Waste and Job Site Cleanup 19
AA. Inspection and Acceptance 20
AB. Warranty 20
AC. Invoicing 20
AD. Order of Precedence 21
A. Project Title
FY26 VISN 23 BD Pyxis Expansion Upgrade
B. Procurement Type
Sole Source
C. Introduction
VA Midwest Healthcare Network (VISN 23) has existing BD Pyxis equipment and software that need to be expanded and upgraded. VHA Directive 1195, "High-Alert Medications," published on October 18, 2024, mandates that VA medical facilities implement strict safety protocols for high-alert medications to minimize errors. Facilities must comply with these requirements within 24 months of the publication date (by October 2026), with quarterly progress updates required.
BD Pyxis is a widely used, automated medication dispensing system (cabinet) designed to manage, store, and dispense medications safely and securely at VA healthcare facilities. It streamlines workflows for clinicians by ensuring accurate, real-time medication access, reducing errors, enhancing security for controlled substances, and improving inventory management.
D. Background
Purchase of BD Pyxis Automated Dispensing Cabinets (ADCs) is required to meet the mandatory safety, security, and workflow standards for high alert medication management established in VHA Directive 1195. The directive explicitly identifies Pyxis as an approved ADC manufacturer and defines ADCs as the required storage method for all high alert medications located outside the pharmacy. It mandates that facilities utilize ADCs with capabilities including secure, locked and lidded storage, barcode based stocking verification, tall man lettering display, medication profiling with patient ADT integration, high alert medication identification, blind count functionality, and support for required quarterly discrepancy, override, and inventory reconciliation reports. These features are necessary to comply with Appendix C requirements for ADC configuration and oversight, as well as Appendix D national risk mitigation strategies. Additionally, facility leadership is required to evaluate ADC placement and expand dispensing capacity to ensure appropriate access and compliance with mandated high alert medication safety processes. BD Pyxis systems meet all required technical, security, and reporting capabilities outlined in VHA Directive 1195, making procurement essential for compliance and for the safe administration, storage, and control of high alert medications.
E. Scope
The Contractor shall include all licensing, software, hardware, mounting solutions, labor, materials, tools, parts, equipment, associated components, de-installation, installation, training, technical support, maintenance, repair and project management services (including travel and expenses) required to expand and upgrade existing BD Pyxis products at the VISN 23 facilities: Minneapolis and Omaha.
F. Place of Performance
The VISN 23 facilities and addresses are outlined in the table below:
Site
Address
618-MIN, Minneapolis, MN
1 Veterans Dr, Minneapolis, MN 55417
636-NWI/OMA, Nebraska Western Iowa, Omaha, NE
4101 Woolworth Ave, Omaha, NE 68105
G. Period of Performance
Overall period for performance for the project shall be negotiated with the contractor. Facilities must comply with VHA Directive 1195 requirements by October 2026, so all products shall be installed, operating per OEM specifications and activated (live) before that deadline.
H. Point of Contacts
The COR shall confirm and provide an updated list of facility Point of Contacts (POCs) to the Contractor after award. The Contractor shall work with facility POC(s) to get additional facility POC(s) as needed.
I. Salient Characteristics
The Contractor shall provide/comply with the following requirements:
Item #
Description/Part Number
Qty
MIN-Minneapolis
1
139402-01 Dispensing Freight Fee (Federa
39
2
137676-01 PyxisES Ref 5CF, RHG-9 Std Bin, Proposed Location: 2D
1
3
137548-01 PyxisES Ref 5CF, RHG-6 Std Bin, Proposed Location: 2F
1
4
137556-01 PyxisES Ref 5CF, LHG-6 Std Bin, Proposed Location: 3R
1
5
137550-01 PyxisES Ref 13CF, RHG-3Deep,9S, Proposed Location: 3V
1
6
137557-01 PyxisES Ref 13CF, LHG-15 Std B, Proposed Location: 4D
1
7
137557-01 PyxisES Ref 13CF, LHG-15 Std B, Proposed Location: 4D
1
8
137549-01 PyxisES Ref 13CF, RHG-15 Std B, Proposed Location: 4E
1
9
137557-01 PyxisES Ref 13CF, LHG-15 Std B, Proposed Location: 4E
1
10
137549-01 PyxisES Ref 13CF, RHG-15 Std B, Proposed Location: 4F
1
11
137557-01 PyxisES Ref 13CF, LHG-15 Std B, Proposed Location: 4F
1
12
137550-01 PyxisES Ref 13CF, RHG-3Deep,9S, Proposed Location: ADS
1
13
137548-01 PyxisES Ref 5CF, RHG-6 Std Bin, Proposed Location: Albert Lee
1
14
137548-01 PyxisES Ref 5CF, RHG-6 Std Bin, Proposed Location: CRRC
1
15
137558-01 PyxisES Ref 13CF, LHG-3Deep,9S, Proposed Location: Chip Falls
1
16
137550-01 PyxisES Ref 13CF, RHG-3Deep,9S, Proposed Location: Dialysis
1
17
137548-01 PyxisES Ref 5CF, RHG-6 Std Bin, Proposed Location: Ely
1
18
137548-01 PyxisES Ref 5CF, RHG-6 Std Bin, Proposed Location: HBPC
1
19
137548-01 PyxisES Ref 5CF, RHG-6 Std Bin, Proposed Location: Hayward
1
20
137550-01 PyxisES Ref 13CF, RHG-3Deep,9S, Proposed Location: Hibbing
1
21
137550-01 PyxisES Ref 13CF, RHG-3Deep,9S, Proposed Location: MH
1
22
137548-01 PyxisES Ref 5CF, RHG-6 Std Bin, Proposed Location: Mankato
1
23
137548-01 PyxisES Ref 5CF, RHG-6 Std Bin, Proposed Location: Maplewood
3
24
137550-01 PyxisES Ref 13CF, RHG-3Deep,9S, Proposed Location: NWM
1
25
137548-01 PyxisES Ref 5CF, RHG-6 Std Bin, Proposed Location: Neuro
1
26
137556-01 PyxisES Ref 5CF, LHG-6 Std Bin, Proposed Location: OCC-Health
1
27
137558-01 PyxisES Ref 13CF, LHG-3Deep,9S, Proposed Location: OR-Anesth
1
28
137547-01 PyxisES Ref 5CF, RHG-3 Std Bin, Proposed Location: PACU1
1
29
137556-01 PyxisES Ref 5CF, LHG-6 Std Bin, Proposed Location: RAD ONC
1
30
137548-01 PyxisES Ref 5CF, RHG-6 Std Bin, Proposed Location: Rice Lake
1
31
137548-01 PyxisES Ref 5CF, RHG-6 Std Bin, Proposed Location: Rochester
2
32
137556-01 PyxisES Ref 5CF, LHG-6 Std Bin, Proposed Location: SCI-CL
1
33
137550-01 PyxisES Ref 13CF, RHG-3Deep,9S, Proposed Location: Shakopee
1
34
137548-01 PyxisES Ref 5CF, RHG-6 Std Bin, Proposed Location: St. James
1
35
137550-01 PyxisES Ref 13CF, RHG-3Deep,9S, Proposed Location: Twin Ports
1
36
137681-01 PyxisES Ref 5CF, LHG-9 Std Bin, Proposed Location: Urology
1
37
137550-01 PyxisES Ref 13CF, RHG-3Deep,9S, Proposed Location: Women's
1
38
136276-02 MEDICATION LABEL MODULE
30
39
139402-01 Dispensing Freight Fee (Federa
34
40
MESR6B--0H--0N6U0M0B0V MEDSTATION,ES,MAIN,6DR, Proposed Location: 2D
1
41
MESR6B--0H--0N6U0M0B0V MEDSTATION,ES,MAIN,6DR, Proposed Location: 2F
1
42
MESR6B--0H--0N6U0M0B0V MEDSTATION,ES,MAIN,6DR, Proposed Location: 3R
1
43
MESR2B--0H--0N2U0M0B0V MEDSTATION,ES,MAIN,2DR, Proposed Location: 3V
1
44
MESR6B--0H--0N6U0M0B0V MEDSTATION,ES,MAIN,6DR, Proposed Location: 4D
1
45
MESR0B--0H--0N0U0M0B0V MEDSTATION,ES,MAIN,0DR, Proposed Location: 4D
1
46
MESR6B-P0H--0N0U0M0B6V MEDSTATION,ES,MAIN,6DR,MLM, Proposed Location: 4E
1
47
MESR0B--0H--0N0U0M0B0V MEDSTATION,ES,MAIN,0DR, Proposed Location: 4E
1
48
MESR0B--0H--0N0U0M0B0V MEDSTATION,ES,MAIN,0DR, Proposed Location: 4F
1
49
MESR6B--0H--0N6U0M0B0V MEDSTATION,ES,MAIN,6DR, Proposed Location: 4F
1
50
MESR6B-P0H--0N1U0M0B5V MEDSTATION,ES,MAIN,6DR,MLM, Proposed Location: Albert Lee
1
51
135291-01 Profile Upgrade for Medstation, Proposed Location: BRONCH SN 16230658
1
52
MESR6B--0H--0N6U0M0B0V MEDSTATION,ES,MAIN,6DR, Proposed Location: CRRC
1
53
MES-D--T0B---------- CII Safe ES,MAIN,DBL,0 CUBIE BAY, Proposed Location: CW3895891
1
54
MESR6B--0H--0N6U0M0B0V MEDSTATION,ES,MAIN,6DR, Proposed Location: Chip Falls
1
55
RRM----------------- MED,RM,SLIMLINE,12FT, Proposed Location: Dental
1
56
MESR6B--0H--0N6U0M0B0V MEDSTATION,ES,MAIN,6DR, Proposed Location: Dental
1
57
135291-01 Profile Upgrade for Medstation, Proposed Location: EDUCATION SN 16295782
1
58
MESR6B--0H--0N6U0M0B0V MEDSTATION,ES,MAIN,6DR, Proposed Location: Ely
1
59
MESR2B--0H--0N2U0M0B0V MEDSTATION,ES,MAIN,2DR, Proposed Location: ENT
1
60
135291-01 Profile Upgrade for Medstation, Proposed Location: GI1 SN 16230653
1
61
135291-01 Profile Upgrade for Medstation, Proposed Location: GI2 SN 16230652
1
62
135291-01 Profile Upgrade for Medstation, Proposed Location: GI3 SN 16230654
1
63
135291-01 Profile Upgrade for Medstation, Proposed Location: GI4 SN 16230655
1
64
135291-01 Profile Upgrade for Medstation, Proposed Location: GI5 SN 16230651
1
65
135291-01 Profile Upgrade for Medstation, Proposed Location: GI6 SN 16230656
1
66
MESR6B--0H--0N5U0M0B1V MEDSTATION,ES,MAIN,6DR, Proposed Location: HBPC
1
67
RRM----------------- MED,RM,SLIMLINE,12FT, Proposed Location: HEMONC
1
68
AES-S--------------- MEDSTATION,ES,AUX,TOWER,SC, Proposed Location: HEMONC
1
69
MESR6B--0H--0N6U0M0B0V MEDSTATION,ES,MAIN,6DR, Proposed Location: Hayward
1
70
MESR6B--0H--0N6U0M0B0V MEDSTATION,ES,MAIN,6DR, Proposed Location: Hibbing
1
71
MESR6B--0H--0N6U0M0B0V MEDSTATION,ES,MAIN,6DR, Proposed Location: IR-RAD
1
72
MESRS---1B---------- MEDSTATION ES TOWER,1HH,1FH, Proposed Location: MRI
1
73
RRM----------------- MED,RM,SLIMLINE,12FT, Proposed Location: Main CORE OR
1
74
MESR6B--0H--0N6U0M0B0V MEDSTATION,ES,MAIN,6DR, Proposed Location: Mankato
1
75
MESR6B--0H--0N6U0M0B0V MEDSTATION,ES,MAIN,6DR, Proposed Location: Maplewood
3
76
MESR6B--0H--0N6U0M0B0V MEDSTATION,ES,MAIN,6DR, Proposed Location: NWM
1
77
MESR2B-P0H--0N2U0M0B0V MEDSTATION,ES,MAIN,2DR,MLM, Proposed Location: New RAD 1Q
1
78
AES-S--------------- MEDSTATION,ES,AUX,TOWER,SC, Proposed Location: New RAD 1Q
1
79
MESR2B--0H--0N1U0M0B1V MEDSTATION,ES,MAIN,2DR, Proposed Location: RAD ONC
1
80
MESR6B--0H--0N6U0M0B0V MEDSTATION,ES,MAIN,6DR, Proposed Location: Rice Lake
1
81
MESR6B--0H--0N6U0M0B0V MEDSTATION,ES,MAIN,6DR, Proposed Location: Rochester
2
82
MESR6B--0H--0N6U0M0B0V MEDSTATION,ES,MAIN,6DR, Proposed Location: Shakopee
1
83
RRM----------------- MED,RM,SLIMLINE,12FT, Proposed Location: Specialty-CL
1
84
MESR6B--0H--0N5U0M0B1V MEDSTATION,ES,MAIN,6DR, Proposed Location: St. James
1
85
MESR6B--0H--0N6U0M0B0V MEDSTATION,ES,MAIN,6DR, Proposed Location: Twin Ports
1
86
MESR6B--0H--0N6U0M0B0V MEDSTATION,ES,MAIN,6DR, Proposed Location: Urology
1
NWI/OMA- Nebraska Western Iowa /Omaha
87
139402-01, Dispensing Freight Fee (Federa
9
88
MESRS---1B----------, MEDSTATION ES, TOWER,1HH,1FH, Proposed Location: Cath Lab A
1
89
MESRS---1B----------, MEDSTATION ES, TOWER,1HH,1FH, Proposed Location: Cath Lab B
1
90
AES-S---------------, MEDSTATION,ES,AUX,TOWER,, SC, Proposed Location: ER
1
91
MES----S--1A1N0P3M0B, PYXIS ANESTHESIA SYSTEM, ES, Proposed Location: GI-1
1
92
MES----S--1A1N0P3M0B, PYXIS ANESTHESIA SYSTEM, ES, Proposed Location: GI-2
1
93
MES----S--1A1N0P3M0B, PYXIS ANESTHESIA SYSTEM. ES, Proposed Location: GI-3
1
94
MESR2B--0H--0N1U1M0B0V, MEDSTATION,ES,MAIN,2DR, Proposed Location: Nuclear Med
1
95
MESR2B--0H--0N1U1M0B0V, MEDSTATION,ES,MAIN,2DR, Proposed Location: Pain Clinic
1
96
MESR2B--0H--0N1U1M0B0V, MEDSTATION,ES,MAIN,2DR, Proposed Location: Radiology
1
97
139402-01, Dispensing Freight Fee (Federa
15
98
137676-01, PyxisES Ref 5CF, RHG-9 Std Bin, Proposed Location: Blue Clinic
1
99
137549-01, PyxisES Ref 13CF, RHG-15 Std B, Proposed Location: ER
1
100
137550-01, PyxisES Ref 13CF,, RHG-3Deep,9S, Proposed Location: GRI-SE
1
101
137676-01, PyxisES Ref 5CF, RHG-9 Std Bin, Proposed Location: Gold Clinic
1
102
137676-01, PyxisES Ref 5CF, RHG-9 Std Bin, Proposed Location: Green Clinic 1
1
103
137676-01, PyxisES Ref 5CF, RHG-9 Std Bin, Green Clinic 2
1
104
137550-01, PyxisES Ref 13CF,, RHG-3Deep,9S, Proposed Location: North Platte
1
105
137676-01, PyxisES Ref 5CF, RHG-9 Std Bin, Proposed Location: Orange Clinic
1
106
137676-01, PyxisES Ref 5CF, RHG-9 Std Bin, Proposed Location: P/6CLC
1
107
137676-01, PyxisES Ref 5CF, RHG-9 Std Bin, Proposed Location: PICU
1
108
137676-01, PyxisES Ref 5CF, RHG-9 Std Bin, Proposed Location: Red Clinic
1
109
137676-01, PyxisES Ref 5CF, RHG-9 Std Bin, Proposed Location: Sarpy County Eye
1
110
137676-01, PyxisES Ref 5CF, RHG-9 Std Bin, Proposed Location: Specialty
1
111
137676-01, PyxisES Ref 5CF, RHG-9 Std Bin, Proposed Location: Women's
1
112
137676-01, PyxisES Ref 5CF, RHG-9 Std Bin, Proposed Location: Yellow Clinc
1
113
134754-02, Codonics SLS AT site lic, w/ s
1
114
137586-02, CODONICS SLS 550I PRINTER, W/SU, Proposed Location: GI-1
1
115
134208-01, KIT MOUNTING ARM, Proposed Location: GI-1
1
116
137586-02, CODONICS SLS 550I PRINTER, W/SU, Proposed Location: GI-2
1
117
134208-01, KIT MOUNTING ARM, Proposed Location: GI-2
1
118
137586-02, CODONICS SLS 550I PRINTER, W/SU, Proposed Location: GI-3
1
119
134208-01, KIT MOUNTING ARM, Proposed Location: GI-3
1
120
134755-02, Codonics SLS AT single lic, w/, Proposed Location: OR-1 MAIN
1
121
134755-02, Codonics SLS AT single lic, w/, Proposed Location: OR-2 MAIN
1
122
134755-02, Codonics SLS AT single lic, w/, Proposed Location: OR-3 MAIN
1
123
134755-02, Codonics SLS AT single lic, w/, Proposed Location: OR-4 MAIN
1
124
134755-02, Codonics SLS AT single lic, w/, Proposed Location: OR-5 MAIN
1
125
134755-02, Codonics SLS AT single lic, w/, Proposed Location: OR-6 MAIN
1
126
134755-02, Codonics SLS AT single lic, w/, Proposed Locatioin: OR-7 MAIN
1
Brief Description of Service
Period of Performance
MIN-Minneapolis, 1 year support
1 year
OMA-Omaha, 1 year support
1 year
Comply with VHA Directive 1195, "High-Alert Medications," published on October 18, 2024:
Confirm current inventory and OS/app versions with site POC s at all VISN 23 sites prior to shipping any products and materials.
Develop site-level schedules to avoid clinic disruption. Minimize clinical downtime with phased scheduling and rollback contingencies.
Delineate and coordinate any pre-work, space modifications and infrastructure changes required to support the upgrade at each facility, including but not limited to additional network jacks and power requirements.
Communicate and coordinate in advance to the COR and facility POC(s) any third-party equipment, software, services that are needed to implement the upgrade solution at each facility, but are not provided by the Contractor, so VA can plan and coordinate to procure any items needed separately.
Document configuration baselines, hardening, and acceptance testing for regulatory readiness.
Validate clinical workflows (data acquisition, analysis, export, network connectivity, EMR/PACS integration) remain unchanged or improved post upgrade.
Upon completion of any upgrades and installations, the Contractor shall test the system to ensure it is fully functional in accordance with the manufacturer specifications.
Provide SOPs, checklists, job aids and short user orientation for clinical staff and superusers.
The BD PyxisES Refrigerator shall comply with the following requirements:
When solution is paired with BD Pyxis ES system software v1.6 shall enable secure, single-line item access for high-risk, high-value, and patient-specific refrigerated medications.
Solution shall be CDC-compliant medical-grade refrigerator.
Solution shall manage single line item.
Solutions shall manage bulk refrigerated meds to help reduce inefficiencies and waste.
Solution shall provide increased utilization visibility.
Solution shall have the ability to include secure-access drawers.
Solution shall meet state, federal, and safety organization guidelines.
Solutions shall integrate with other BD MMS product offerings.
Solution shall have clear, secure locking bins.
Secure, locking bins shall light up and unlock when accessed via the Pyxis MedStation ES.
Solutions shall be connected via Ethernet cable.
Solution shall be able to automatically record/report temperature.
The BD Pyxis ES System shall comply with the following requirements:
Shall have multiple, configurable lidded pocket sizes increase secure storage capacity all medications - including larger medications and IVs - while maintaining dispensing efficiency for users.
Pockets shall be reconfigured in a drawer by the customer without Vendor support.
System s ability to restrict access to only one medication at a time during the remove and refill process shall be described.
Main unit of the station shall contain locked & covered drawers which have a capacity of at least 60 different types of medications.
Shall have the flexibility to reconfigure secure storage spaces to accommodate changing medication requirements within minutes and at zero additional cost.
Shall have simple, reliable, flexible Pyxis MiniDrawers efficiently dispense drugs in smaller increment doses for greater control and safety.
Contractor shall prevent the inadvertent loading of unsafe medications within selected Pyxis MedStation.
Shall allow a nurse to queue meds or document medication waste from patient room- or any computer- via a fully web-accessible system.
Shall allow remote dose request via web-accessible system for patient-specific doses not residing in ADM.
Shall print patient dose-specific label for med removed from MedStation, as configured by Pharmacy.
Shall locate medications not available at current station to support rapid medication access and timely administration of therapy.
Shall support dispensing of items consisting of multiple medications or Component.
Shall allow removal of a partial dose from a multi-dose container, minimizing waste and associated costs.
Shall allow reallocation of medications between stations to support availability and reduce waste.
Shall identify least removed medications at each station to optimize inventory.
Shall have an Integrated Medication Label Printer.
Shall describe single-Dose dispensing of Narcotics handling.
Shall have Bio ID technology that allows scanning fingerprints in multiple planes.
Narcotic vault shall expect and track inventory that is returned from your ADC.
Shall be able to reconcile controlled substances dispensed to cabinets.
System shall have narcotic waste process and options at the ADM and away from the ADM.
System shall proactively warn the nurse that he/she has unaccounted for waste when the nurse logs into the system.
Nurse shall be able to waste a medication at an ADM location different than where dispensed the medication.
The drug information on the cabinets shall have the ability to be printed on network printers.
Shall provide barcode scan verification of every dose leaving the Pharmacy that can be barcoded.
System shall be capable of managing 100% of medications, utilizing Patient Specific Bins.
Cabinet shall have the ability to extract and update patient information from hospital information systems on a real time basis.
Shall have the ability to turn patient profile functionality on or off per unit-based cabinet.
Shall have multiple drawer configurations. Configuration capacities include:
Refrigerated product dispensing
Controlled substance dispensing, wastage and return
Single-use dispensing, tamper-free drawers
Cabinet shall have the ability to automatically log the user off after a user-defined period of time.
If a bin fails or jams, it should not affect the function of the other bins. Describe the notification and system response to jammed bins.
Shall provide override features for the patient profile globally and per drug.
Shall store bulk items on shelves and items in secure pharmacy bins in the same cabinet footprint.
Cabinet shall have the ability to obtain several different medications at the same time from a single drawer location.
Cabinet shall be able to return without an External Return Bin.
Shall identify medications that have expired.
Shall track any medication removal that varies from the ordered dose and undocumented wastes outstanding.
System shall be able to inventory controlled medications that have been accessed since the prior inventory count.
Stock out and critical low monitoring shall be available via a web based application.
Shall print to a network printer from both the server and station.
System shall allow users to use a touch screen, keyboard and touchpad for navigation.
System shall inform user when removing a medication greater or less than the ordered quantity.
Brand and generic medication names shall be available on the system.
Shall allow for greater security without decreasing capacity.
System shall match and report on medication dispense and administration times.
Shall support IPsec encryption.
The BD Pyxis ES Server shall comply with the following requirements:
Shall run in a virtual environment.
System management shall be available via a web-based application.
Concurrent users shall have access the system at the same time.
Shall allow management of users for all facilities from one database. Describe if users can be assigned different privileges for each facility from one system.
Shall allow definition of user roles for all facilities from one database. Describe the configurability of user roles.
The system shall allow new and terminated users to be managed through the IT user management system (i.e. integration with Active Directory).
Shall support multiple Active Directory domains.
Shall allow management of one formulary for all facilities from one database. Describe if formularies be configured by each facility.
Shall integrate with multiple Pharmacy Information Systems.
Shall allow automated formulary updates from the pharmacy information system.
Shall be able to view system changes across facilities.
Shall support IPsec network encryption.
J. Equipment Changes
Equipment may be deleted from this agreement if replaced or "in excess" during the period of this contract at the discretion of the CO. New equipment may be added as needed at the discretion of the CO. Deleted equipment will be credited in the full amount if deleted before any scheduled maintenance has been performed on it. The Government reserves the right to purchase additional equipment not contained within this agreement as well as delete existing items upon the approval of the CO. The agreement shall be updated with the addition of new equipment and existing items that are taken out of service shall be deleted upon contract renewal and upon request.
Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and COR, (in writing), of the existence of the development of any defects in, or modifications required to, the scheduled equipment/services which the contractor considers he/she is not responsible for under the terms of the contract. Contactor shall furnish the COR with a written estimate of the cost to make necessary modifications. Any additional charges claimed will be approved by the CO via the COR before delivery/service is completed.
K. Security
The Contractor shall comply with all VHA security protocols, procedures and requirements of the VA s Office of Information Technology including filling out and providing all necessary forms upon request within ten (10) days from receipt from the VA:
Any connections to the VA OI&T network shall be compliant with VA Directive 6500 and 6550.
The Contractor shall complete and return separate 6550 forms with accurate information for the equipment and software.
Additionally, the Contractor shall provide each product s MDS2 and a diagram of data flow for each product.
Any offsite server or network maintenance or support provided by the Contractor can only be done via VPN access after the Contractor has obtained the Site-to-Site (S2S) VPN access from the VA. A Business Associates Agreement (BAA) and Memorandum of Site Site-to-Site Understanding/Interconnection Security Agreement (MOU/ISA) may be required.
The Contractor shall complete and return BAA forms for the equipment.
The Contractor shall have an active MOU-ISA in place, or the Contractor shall work with VA to get an MOU-ISA in place within 6 months of award if determined beneficial.
If applicable, the equipment software shall be approved in the Office of Information Technology s Technical Resource Manual (TRM) or the Contractor shall be willing to gain approval in TRM.
The equipment shall be FIPS 140-2 or FIPS 140-3 compliant. The Contractor will identify the certificate number for FIPS compliance.
The medical equipment covered by this contract may contain electronic patient health information (EPHI). The Contractor shall not remove/copy/delete any of the EPHI. If a computer hard drive needs to be replaced, the old hard drive must be turned-in to VA Biomed and Logistics POC(s) to follow proper procedures for decommissioning and destruction. The Contractor will not receive compensation for the hard drive. Other equipment, for example printers, may need to be scrubbed if they can contain VA/Patient information and data via their USB, SD or other type of memory card and will remain in the possession of the VA.
If a cloud service Platform as a Service (PaaS), Cloud Instance or Software as a Service (SaaS) is selected as part of the project to include providing software patches, please review and reference VA Directive 6517 Cloud Computing Services and follow VA Enterprise Cloud Solution Intake processes.
The Contractors shall allow for SMAK installation on all endpoint and server-based equipment. SMAK-AM = System Monitoring and Accountability Knowledge AntiMalware (SMAK-AM) toolset.
The Contractor shall supply all MAC addresses for networked devices at least one week prior to delivery of equipment.
L. Network and Hardware
The Contractor solution shall be compatible and comply with the following requirements. Anything required for the solution outside of these general requirements will need to be included in the quote from the vendor.
Site specific servers will be hosted on VISN 23 s existing Virtual Infrastructure platform. Virtual servers are presented with a standard virtual hardware environment running on our Nutanix HCI system running the Acropolis hypervisor. At this time, VMWare OVA/VMDK packages are supported, Hyper-V packages are not supported. This environment provides a standard intel-compatible virtual server environment meeting the virtual hardware specifications required by the software being installed. All virtual servers are archived on a nightly basis by the Nutanix system.
VA shall provide Windows Server 2019 or currently supported operating system (OS).
VA shall provide Microsoft SQL 2019 or currently supported database management system.
Describe whether the system can integrate with Active Directory or LDAP or Single Sign-on (SSO) with Active Directory.
Provide a network topology infrastructure.
Workstations must be from a major brand manufacturer (Dell, HP, etc.) and must include the following:
Current Trusted Platform Module (TPM) chip.
Solid state drive for the Operating System. Applications and Data may be stored on additional standard or solid-state drives as needed; solid state drives are preferred.
Ability to encrypt drives for security.
Contractor s recommended quantity of RAM per software application specifications.
The Contractor shall allow for additional data storage quantity if desired by the site.
Currently supported operating system, preferably Win11 or most recent release. If Win11 is not supported, then preferably Windows 10 Enterprise Long-Term Support Channel build 1809, 21H2 or most recent release. If a Long-Term Support Channel build cannot be supplied, the Contractor must supply OS upgrades at no additional charge prior to currently installed OS reaching End of Support for the full term of the warranty or contract support coverage.
Current generation CPU, Intel preferred. Processor shall be I5 equivalent or greater.
Display should be 2a4 class non-glare, and support at least FHD resolution (1920x1080) unless otherwise stated.
All hardware or software login credentials must be documented and supplied.
Contractor shall not apply OEM Group policies on the computers.
M. Electrical/Power
The components shall use existing electrical services of VA facilities and operate with a line of power of 120 Volts AC and current draw less than 20 Amps.
N. Implementation/Project Management
The Contractor shall provide implementation and project management services as part of the upgrade solution purchase. Implementation and Project Management Services shall include, but are not limited to:
A project manager.
A Contractor Project Management Plan (CPMP) that lays out the Contractor s approach, timeline, and tools to be used in execution of the contract. The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks, and resource support. The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests. The initial baseline CPMP shall be concurred upon and updated with the COR and facility POC(s). The Contractor shall update and maintain the VA PM-approved CPMP throughout the POP. The CPMP shall include but is not limited to:
On site pre-implementation, pre-installation walkthrough at each facility.
A Gantt Chart (or similar chart) with defined roles and responsibilities (including Contractor provided and VA resources) outlining the detailed project timeline and critical milestones for implementation and Go Live.
De-Installation and Installation plan and checklist (including mounting requirements, IT and electrical requirements, other space and utility requirements) outlining any pre-work needed for site readiness.
Technical support plan to configure, test, and calibrate the equipment, interfaces, software, accessories, etc.
Training plan to include but not limited to Clinical user and super user training, Biomed technical training, before, during and after Go Live.
VISN 23 has designated technical, clinical and logistics POC(s) for each facility that shall be provided upon award. The Contractor shall work with the COR and facility POC(s) to coordinate and implement the technology.
The Contractor shall work with the COR and facility POC(s) to perform a pre-implementation, pre-installation site visit to validate equipment placement and to answer questions.
Within 2 weeks of the award date, the Contractor shall provide a draft project management plan with milestones, deliverables, and draft schedule/timeline, including the activities required in support of the installation/upgrade and clearly delineating the party/resource responsible for accomplishing each activity.
Within 3 weeks of the award date, the Contractor shall hold a kickoff meeting with the designated COR and facility technical, clinical and logistics POC(s) to review the project management plan, communications plan, site order and implementation schedule.
The Contractor project manager shall hold weekly or as needed periodic project meetings (via MS Teams) with the COR and facility POC(s) to report progress, challenges and lessons learned for all facilities.
The Contractor shall provide a meeting agenda prior to all meetings and send meeting minutes including attendance after each meeting to the stakeholders. If possible, the Contractor shall record all meetings and share the recording with all the VA stakeholders in the meeting minutes. The recording shall be available to VA upon request and shall not expire.
When the Contractor is onsite at the facility, the Contractor shall provide via email to the COR and facility POC(s) a daily installation/implementation project status report with pictures attached that includes but is not limited to:
Daily tasks completed with percent of work complete and notes.
Tasks planned for the next day with notes.
Any open items, risks, roadblocks and challenges with status and proposed solutions.
When the implementation service is complete at each facility, the Contractor shall present an acceptance letter to the facility POC(s) and COR for signature.
Within 3 week of implementation completion, the Contractor shall hold a Lessons Learned meeting with the COR and facility POC(s) to review project input and feedback. The contractor shall include an After-Action Report with the meeting minutes outlining the lessons learned and action items discussed, including but not limited to:
What can be improved and done better next time.
What items that can be fixed.
Suggest solutions to identified problems.
If there is no solution yet, provide some options.
What are the successes to maintain those strengths.
O. Installation and De-Installation
The Contractor shall de-install and install all equipment, products, software and licensing to implement the upgrade solution. The Contractor shall coordinate with COR and facility POC(s) prior to any de-installation and installation. The Contractor shall provide a project manager (not sales reps) onsite available during equipment de-installation and installation. All on-site de-installation and installation services shall be Contractor-provided by technical staff (not sales reps) fully trained to service, de-install and install equipment products, parts, and accessories. Contractor shall coordinate de-installation and installation at a day/time that works for the POC(s) at each facility. The Contractor shall provide installation guides and work with onsite staff to limit interference with all clinical/hospital activities.
The Contractor shall provide appropriate attire to be in the OR (i.e. Bunny Suit, shoe covers, beard covers, hats, face masks, etc.) All waste shall be removed by the Contractor.
The Contractor is responsible for repairing, painting and patching any damage to the ceiling walls, floors, windows and other surfaces at VA facilities, caused by the Contractor. Prior to start of work, the Contractor and facility POC(s) will document existing conditions of installation areas in a survey. Then thirty (30) days before expected partial or final inspection date, the Contractor and facility POC(s) together will make a thorough re-survey of the areas involved. The Contractor shall furnish a report comparing pre-work and post-work/pre-inspection conditions of areas involved, including but not limited to ceiling, walls, floors, windows and other surfaces at VA facilities. The report shall include a list of any damage caused by the Contractor and Subcontractors in executing work on this contract despite protection measures and list repair work required of Contractor to restore any damage.
P. Check In/Out and Removeable Media Scanning
For any services performed on-site the Contractor shall, upon arrival at the facility, report to the facility POC to check in before proceeding to the any department and before performing any services. Prior to leaving the medical center, the Contractor shall check out with the facility POC. This check in and check out is mandatory as well as wearing the Contractor badge issued upon checking in.
The Contractor personnel shall follow all VA policies, standard operating procedures, applicable laws and regulations while on VA property. Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law.
The Contractor personnel shall wear visible identification at all times while they are on the premises. Identification shall include, as a minimum, the employee s name, position, and the Contractor s trade name. In addition, if required the Contractor shall submit fingerprints through the VA police for issuance of a VA identification badge that shall be worn at all times while working at a VA facility.
VA does not provide parking space at the work site; the Contractor must obtain parking at the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas. VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.
Smoking is prohibited inside/outside any building other than the designated smoking areas.
Possession of weapons is prohibited.
The Contractor shall obtain all necessary licenses and/or permits required to perform the work, with the exception of software licenses that need to be procured from a Contractor or vendor in accordance with the requirements document. The Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this agreement.
The Contractor shall comply with any additional safety guidelines in place at a VA facility, which may include providing their own PPE.
Upon check in with the Facility POC and before performing any services, the Contractor shall ensure that any removable media is scanned by the Biomedical Engineering Section prior to connecting to any VA facility network, device, or system. The Contractor shall provide any removable media to Biomedical Engineering staff. Biomedical Engineering staff will perform a malware/virus scan of the Contractor s removable media. If nothing found is displayed, the Contractor may proceed and use the removable media. If nothing found is not displayed and/or the number of detections is greater than zero, the removable media shall be presumed infected with malware and shall not be allowed to be used. The media shall be returned to the Contractor for virus removal. The Government will not perform any virus or malware removal on the Contractor s removable media. Biomedical Engineering will report any detection to the Facility Information System Security Officer (ISSO). Failure by the Contractor to check in, check out, provide removable media for scanning, or use of any infected media is a breach of security and shall be acted upon in accordance with the terms and conditions of this agreement.
Q. Manuals, Release Notes and Service Bulletins
The Contractor shall provide unlimited electronic copies and ongoing web-based access of the following documentation necessary for the operation and support of the system. These deliverables should be provided to the COR and facility POC(s) at the post award kick off meeting. Any upgrades to these documents shall be provided by the Contractor free of charge.
User, System Administration, Operating/Maintenance Manuals, Release Notes and Service Bulletins.
Complete technical service manuals including troubleshooting guides, necessary diagnostic software and equipment, schematic diagrams, and parts lists.
Electronic schematics, troubleshooting guides and parts lists for each piece of equipment purchased.
Manuals shall include all components and subassemblies, including those not manufactured by the Contractor.
Manuals and documentation shall be identical to the ones supplied to the manufacturer s service representatives and shall contain the diagnostic codes, commands, and passwords used in maintenance, repair and calibration of the equipment.
Training videos and materials for future staff.
R. Disinfecting Instructions
The Contractor shall provide training instructions, procedures, and documentation necessary to disinfect the equipment and accessories properly and safely.
S. Training
The Contractor providing the upgrade solution will be responsible for staff/user clinical and Biomed Technician service and support technical training remotely and on-site. System training shall be conducted prior to the system going live and shall be conducted at various times to meet the needs of multiple VA work shifts. Training shall include initial setup and user training, onsite training for go-live support, super user training and follow-up training. The Contractor shall coordinate with facility POC(s) and COR to provide staff education at a day/time that works for each VA facility. A System Technology and Services education professional (not sales reps) shall administer the training. Education curriculum must include the following:
Clinical training:
Clinical applications training for super-users, nurses, physicians, and other clinical staff shall be provided onsite during go-live and after clinical users have had hands-on experience with the system following go-live.
Training shall be provided on the user interface, application, and its features.
Training shall provide super-users and end-users with the capability of being self-sufficient in operating the system by the end of the training session.
Provide quick notes or reference guides during on-site training for each site.
Technical training:
Provide technical training for maintenance and service for technical personnel at each site. Training should at minimum address the following topics but not limited to:
Commissioning and preventive maintenance.
Operations and set-up.
User maintenance.
Repair in house.
Safety.
User troubleshooting tips.
Service Passwords for using the software.
Server maintenance and backup procedures.
Provide off-site Biomed school training options for site Biomedical Technicians and specify if airfare and lodging is included in the quote.
T. Telephone and Online Support and Technical Consultation
The Contractor shall provide VA with toll-free corporate office telephone numbers, mobile telephone numbers, and email addresses for the Contractor s key staff for both normal hours and after hours. The Contractor shall provide telephone and online remote support 24 hours per day, 7 days per week, and 365 days per year for the upgrade and technical support. The Contractor shall allow an unlimited number of requests.
The Contractor shall provide customer support assistance for technical problems, functional incidents, or general questions during business hours. The Contractor shall provide the following communication options: a Contractor help desk number, for incidents or general questions. For each request, the Contractor shall communicate the following via email or telephone to VA facilities or make available online, in response to each event communicated by VA to the Contractor:
Brief Description of the problem.
What version or software being affected.
What equipment or component is being affected.
If this issue affects patient safety.
Workaround (if any) and expected release date of patch, upgrade, or update (if any).
Status and estimated completion date/time.
The Contractor shall communicate known material interface device or software issues to the COR monthly via monthly service reports. The Contractor shall respond to a request for unscheduled corrective maintenance for interface devices and software issues, malfunctions, or failures, by a fully qualified representative, in accordance with response time requirements defined in this SOW.
U. Response Time
The Contractor shall provide the maintenance and technical support within a specified time published in the response time requirements below. If the Contractor cannot resolve the problem over the phone or remotely, then an authorized representative from the Contractor shall commence work within the designated time identified, and rectify the problem without undue delay and at no additional cost to the government. The Contractor shall be responsible to coordinate the method of response with the COR and facility POC(s).
The Contractor shall meet the below response times as defined by this SOW and the BD Pyxis Support Plan:
Stie
BD Pyxis Support Plan
On-site Response Time from Time of Dispatch
Repair/Replacement Parts, Software Patches, Updates, Upgrades
MIN
Advanced
8 hours, M-F 6am-6pm CST
Included
NWI/OMA
Basic
24 hours, M-F 6am-6pm CST
Included
If Full Performance cannot be restored within the above timelines, the Contractor shall notify the
Government as soon as restoration time is known, but not later than expiration of 50% of the turn around time (e.g., for an urgent request, the Government must be notified within 4 hours of occurrence if the system can t be restored to operational condition within 8 hours). The notification shall include a projected repair completion time and the reason for the delay.
V. System Uptime
The Contractor shall ensure the system is operable and available for use with a system uptime of at least 97% of the time, 24/7/365. Downtime will be computed from notification of problem. Scheduled maintenance will be excluded from downtime during normal working hours. System Uptime will be computed during a month long time period.
W. Service Reports and Electronic Service Log
The Contractor shall provide a Service Report to the VA facility POC emails designated below within 72 hours of completion of a remote or onsite service call.
The Contractor shall provide and maintain an Electronic Service Log with consolidated service report data for tracking of all services performed under this contract for all upgrade Installations. This Electronic Service Log shall be VA-accessible. The content of the log shall include all service calls, repairs, updates, upgrades, version changes, or changes required to the system and special service requests generated throughout the duration of the contract.
The Service Report and each service item on the Electronic Service Log shall document the services rendered and, when applicable, shall include a unique reference number, equipment or software description, model, equipment entry (barcode) number, serial number, date and time of failure reported, date, time and location of service, description of services, the latest version of software patch or upgrade, detailed descriptions of the issue or scheduled and unscheduled maintenance procedures performed, FboNotice cause, corrective action taken including replaced parts, follow up action required, estimated completion time, date complete, results of services, VA submitter, name of individual who performed the services, and travel, labor and parts information.
This log can be web-based for easy access by the Government and the Contractor. The Contractor shall provide a sample of the above log for approval by the COR and facility POC(s) before implementing the Electronic Service Log.
The Contractor shall provide quarterly reports noting system performance, system utilization, and number of service tickets placed.
X. Product Modifications, Removal or Recall
The Contractor shall guide the VISN and facilities through obtaining any additional hardware or software needed to avoid obsolescence and to obtain standardization during the performance period. The Contractor shall notify the COR and facility POC(s) when supplied hardware or software will approach EOL/EOS and shall offer for replacement those hardware and software. The Contractor shall promptly notify the COR and facility POC(s) of any recalls and end of life/service cycles.
If any product supported under this agreement and subsequent task orders requires modification, is removed or recalled by the Contractor or manufacturer, or if any required modification, removal or recall is suggested or mandated by a regulatory or official agency (such as the manufacturer, Food and Drug Administration, The Joint Commission), the Contractor shall notify the COR and facility POC(s) within forty-eight (48) hours via email notification that includes the following information:
Complete item description and identification.
Reasons for modifications, removal, or recall.
Necessary steps for return for credit of the software or interface devices products, replacement, or corrective action.
The Contractor shall provide the above information to the Contracting Officer, COR and facility POC(s) for all VA Facilities who purchased the product. The COR shall be provided a copy of the notification and a list of all VA facilities notified. The Contractor shall perform all steps required for return for credit, replacement, or corrective action for all affected Facilities.
Y. Delivery, Shipping and Materials Requirements
The Contractor shall coordinate in advance with on-site designated facility POC(s) and COR the delivery of equipment to final destination and obtain the appropriate Supply Chain Management POC to include in the communication plan. All equipment must be processed through Supply Chain Management prior to going to final destination. Prior to shipping any upgrade products, software, or other material, the Contractor shall notify facility POC(s) and COR by email of all incoming deliveries including line-by-line details for review of requirements and to ensure sites have adequate storage space. Parts shall not be delivered more than one week prior to installation. Parts shall be stored no longer than one week in the warehouse. The Contractor shall make any changes to the delivery schedule at the request of facility POC(s) and COR. The Contractor shall provide parts delivery, shipping and tracking information to the facility POC(s) and COR in advance before equipment arrival at the facility.
The Contractor is responsible for inventorying materials prior to delivery to VA sites to check for accuracy in quantity and part number. The Contractor is responsible for return shipping for any incorrect products shipped to VA. Materials provided shall be new equipment, parts, and accessories. Hardware and software shall be the newest, state of the art available and shall provide the highest level of development at time of replacement. The Contractor shall deliver materials to the job site in OEM's (Original Equipment Manufacturer) original unopened containers, clearly labeled on the external shipping labels and associated manifests or packing lists with the OEM's name, equipment model and serial identification numbers, Purchase Order (PO) number and facility Technical POC. The Contractor shall tag the bill of materials by area/room for ease of installation.
In the case of multiple container deliveries, a statement readable near the VA PO number shall indicate total number of containers for the complete shipment (i.e., Package 1 of 2 ), clearly readable on manifests and external shipping labels. Facility POC (s) may reject items that do not conform to any of these requirements.
Z. Disposal of Waste and Job Site Cleanup
The contractor shall provide, maintain, and dispose of all material waste and packaging associated with the delivery of the specified products/services and/or waste generated during the products/services provided. Contractor will be responsible for moving waste materials daily from job site(s) to a Contractor-provided waste container, and then off site.
AA. Inspection and Acceptance
The Contractor shall inspect, adjust, repair and test to ensure safe reliable service within all tolerances as required by manufacturer s specifications. The Contractor shall conduct a joint inspection of equipment, software and services with the facility POC(s) upon completion of the project. In the event deficiencies are identified, the Contractor shall provide the date when the identified deficiencies will be addressed if not addressed on the date of installation. The Contractor shall conduct a joint inspection of equipment, software and services with the facility POC(s) after addressing all deficiencies. All deficiencies identified in the joint inspections shall be fixed by the Contractor prior to government acceptance of the item. Any disputes shall be resolved by the Contracting Officer.
AB. Warranty
The Contractor shall provide a minimum one (1) year warranty for parts, labor, software and services from date of commissioning and acceptance by the COR and facility POC(s). Any new equipment, once installed by the Contractor and accepted by the COR and facility POC(s), will be immediately included under the equipment maintenance coverage and service response times defined in this agreement and would fall under this warranty for the first twelve (12) months after Go Live. The manufacturer s factory-trained field service personnel (not sales reps) shall perform installation and maintenance during the warranty period. This warranty shall include, at no additional charge, any and all equipment service programs, such as remote diagnostics and equipment replacement, during the warranty period. The warranty period shall not begin until after VA authorized personnel have accepted the products delivery, installation, and functionality. Software updates shall be provided for the life of the product at no additional charge.
The Contractor shall state warranty parameters. In addition, Contractor shall indicate availability and cost of extended parts warranty options.
AC. Invoicing
Detailed invoices will be submitted by the Contractor in arrears after VA receipt and acceptance of equipment, software and services. Invoices must include purchase order (PO) number, contract number, PO line items and description, period of service covered/dates, and cost at a minimum. The Contractor shall reduce the number of invoices by including all relevant line items onto one invoice. Each line item on the invoice shall include the facility, POP and LINS each line item pertains to. Invoices may be rejected that do not conform to these requirements.
The Contractor shall submit invoices electronically through the VA s Financial Service Center (FSC) for payment. Paper, emailed and faxed invoices are not accepted by the government. Electronic invoicing process can be found at http://www.fsc.va.gov/einvoice.asp Contact vafsccshd@va.gov or call 877-353-9791 for questions on invoicing.
Number for technical support: 866-340-4980
Technical Support site: https://www.tungsten-network.com/us/contact-us/#email-us
https://www.tungsten-network.com/customer-campaigns/veterans-affairs/
AD. Order of Precedence
All work described and provided by the Contractor, shall be performed in accordance with this SOW and Addendum applicable. The VA provided SOW shall become effective on the date the Contractor receives a signed Purchase Order. The Contractor shall be bound by any conflicting terms that may appear in any Contractor provided documentation presented as part of the bid solicitation. Any services that are not in this SOW are considered Out-of-Scope.
