THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method. The intended contract is a firm-fixed price supply purchase. The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, is conducting market research to identify potential sources which can provide the following in support of the Veterans Health Administration, Veterans Integrated Service Network (VISN) 20. VISN 20 includes services areas in Alaska, Idaho, Oregon, and Washington. VISN 20 has a need for a five-year Blanket Purchase Agreement (BPA) for Wall-to-Wall RFID Inventory Services. SCOPE: Contractor shall furnish all necessary labor, supervision, and travel to perform a comprehensive physical equipment inventory utilizing Radio Frequency Identification (RFID) technology/bar code to scan all equipment located within Veterans Integrated Service Network (VISN) 20. Inventory will include but not limited to, all outbuildings on the primary campuses, Community Based Outpatient Clinics (CBOCs), affiliated University Medical Schools, Vet Centers, National Cemetery, Veteran Benefits Administration (VBA) Regional Offices, and off-site warehouse locations that are storing equipment (See Attachment A). RADIO FREQUENCY IDENTIFICATION (RFID) TECHNOLOGY: All VISN 20 sites utilize RFID technology which is an automatic identification technology whereby digital data is encoded in an RFID tag or "smart label" and is captured by a reader using radio waves. RFID works by employing an RFID transponder (or tag) and a reader. The RFID transponder is comprised of a microchip that holds information to identify an object, product, or person and an antenna for transmitting this data to the reader. Tags can be read using handheld or mobile readers, shelf or tabletop readers, or readers that can be installed at doorways or in portal configurations. RFID Technology offers several benefits to VISN 20 sites by improving its efficiency, equipment visibility and inventory accuracy. GENERAL REQUIREMENTS: Provide personnel to conduct an annual equipment inventory using contractor and VA provided equipment scanners on all assets that have RFID enabled barcodes at all VISN 20 locations (See Attachment A). When required, provide, and utilize own equipment for scanning purposes including portable laptops and scanners. Contractor will train all staff in advance on the contract requirements, specific procedures to be followed, and programming tools. At a minimum, contractor and their personnel shall be familiar with the Automated Engineering Management System (AEMS) / Medical Equipment Reporting System (MERS) and able to utilize RFID technology. Comply with Veteran Affairs Medical Center (VAMC) badging, security, and access requirements. The offeror is required to receive a Special Agreement Check (SAC). SPECIFIC AND MANDATORY TASKS: Contractor will provide templated inventory data document that will be utilized to capture requested data during inventory to VISN Point of Contact (POC) for review and approval to assure this data fulfills the data requirements established during pre-planning efforts. Contractor will review initial data provided by the VISN POC at the start of each site s inventory and notify them of any issues or concerns 72 working hours prior to beginning scheduled inventory. Contractor will gather inventory data accurately, comprehensively as previously agreed upon with VISN POC, and assist VA staff in reconciling this data daily so the Automated Engineering Management System (AEMS) /Medical Equipment Reporting System (MERS) database (data file provided to contractor prior to inventory start) can be updated throughout the performance of the contract. Contractor will perform a detailed, thorough, and comprehensive quality control analysis and final review of all data fields and equipment inventoried. Contractor will manage their contracting team s activities to include, on-site inventory processes and escalate potential data collection, site access issues, and personnel conflicts to the VAMC Facility POC for timely resolution. Contractor will ensure un-reconciled equipment listings (Equipment "In Use" according to the AEMS/MERS electronic equipment database not found during Inventory) are appropriately disseminated to the VAMC Facility POC daily. Contractor will ensure that all designated locations/assigned areas have received a thorough inventory and confirm with VAMC Facility POC. Contractor shall review items inventoried to determine what equipment still needs to be found and will identify a plan with VAMC Facility POC to revisit identified locations so that missing equipment can be found and scanned. Contractor will review the inventory data results with VAMC Facility POC to ensure an overall understanding of the results that are generated. Conduct Onsite Inventory: The contractor shall conduct an onsite inventory, in accordance with Section B.2.5. Inventory Process, of all equipment listed as In Scope (Equipment with "In Use status requiring inventory, items with CMR, IN USE, and Non-Expendable). The contractor shall not be responsible to inventory equipment listed as Not in Scope (Equipment with a use status of Lost, Stolen or Turned-In in the AEMS/MERS electronic Equipment Data). Documentation: The contractor shall document the inventories in accordance with section B.3.7. and provide daily and final reporting as described in section B.3.8. INVENTORY PROCESS: Facility inventories shall be conducted consecutively and with no more than 30 days between the completion of one facility and the start of another facility listed on each task order. Contractor shall be responsible for communicating and coordinating with the VAMC Facility POC to establish the inventory procedures for each building/area (i.e., timing & readiness). Scanning: Contractor shall scan all VAMC equipment with the appropriate EE prefix tags that is identified throughout the designated locations. Contractor shall monitor required fields on the scanner for completion after scanning. Contractor shall monitor the equipment inventoried to ensure equipment scanned. matches AEMS/MERS equipment data file provided by VISN POC at the start of each site s inventory. A scan of all bar code labels utilizing RFID technology/bar code scanner includes the following tasks: Scan and electronically record the unique ID on each equipment. Capture equipment data for all equipment found without an EE tag. Place a tag on the equipment designating it as inventoried for the Fiscal Year. Barcodes: Items found with a barcode and in the system, should have all the pertinent and verifiable information below. Pertinent equipment information includes the following: EE (Equipment Entry) Number Manufacturer Manufacturer Equipment Name Model Number Serial Number Equipment Category Total Asset Value CMR/Equipment Inventory Listing (EIL) Use Status Service Physical Inventory Date Location Items found without a bar code or found unreadable and/or illegible shall require Contractor to apply a generic bar code label, collect pertinent information regarding the equipment and communicate it to the VAMC Facility POC daily. At minimum, pertinent equipment information includes the following: Manufacturer Manufacturer Equipment Name Model Number Serial Number Physical Inventory Date Location Tagging Equipment: Once equipment has been inventoried, a single common color tag (size not to exceed ½ inch, excluding past colors identified by the VAMC Facility POC) shall be applied so visual verification can be known that the equipment was inventoried. Different color tags shall be used for those items that require VA staff attention. Contractor shall convert all scanned inventory data into their Contractor system daily to ensure there are no duplicate entries. Any anomalies in the data shall be noted and communicated in a timely manner to the VAMC Facility Point of Contact for purposes of re-verifying the information. Contractor will communicate with the VAMC Facility POC the areas that are inaccessible and/or unavailable due to patient care or other reasons beyond the control of the Contractor. Contractor shall accommodate another revisit to these areas. Scheduling for access to these areas shall be coordinated with the VAMC Facility POC. VAMC Personnel will be assigned to accompany each of the Contractor s inventory teams while they are on station conducting the Wall-to-Wall inventory. Inventory Limitations: Equipment stored in cabinets, drawers, closets, or other areas where there is an expectation of privacy or security shall not be inventoried by the Contractor unless accompanied by a VAMC POC or designated contact. Equipment concealed from view or away from typical placement of operation shall not be inventoried by the Contractor. Contractor is not responsible for un-packaging equipment. Contractor is not responsible for disconnecting cables when maneuvering equipment to obtain Tag, Model or Serial Number data. VA FACILITY SUPPORT: The Facility Point of Contact at each VAMC will provide inventory guidance and assist in the following functions: Inform the facility VAMC employees of the inventory. Identify any unique circumstances requiring special attention during the inventory or prior to inventory commencement. Provide a sampling of Equipment Barcode Labels. Provide facility floor plans for all areas that are in the scope of the inventory at each location. Ensure site access to locations requiring inventory. Review Daily and Final Deliverables, and contract results to ensure a clear understanding of the results that were generated. DELIVERABLES The contractor shall deliver three requirements under this BPA. Inventory: Inventory of AEMS/MERS and non-AEMS/MERS equipment in accordance with Section B.3.5. Daily Deliverables: Shall include the scanned inventory findings associated with each site electronically and be provided to the VAMC Point of Contact at the end of each day of the inventory. Final Deliverables: Shall include the scanned inventory findings associated with each site electronically and be provided to the VAMC POC within seven (7) business days after completion of the inventory. Contractor shall create the deliverables for the contract results in Microsoft EXCEL format for the above and following reports. REPORTING The Contractor shall provide information in their daily and final deliverables pertaining to the fields listed in the below format: Contractor scans of all equipment scanned by Contractor during the contract to include equipment not identified in AEMS/MERS database. Un-reconciled Equipment Details to show the VAMC entries not reconciled during the contract. Unreadable Tag Report equipment tags that could not be successfully scanned Equipment Not Matched by CMR/EIL Equipment Not Matched by Equipment Category Equipment with Contractor Applied Tags Locations missing doorjamb labels. Scanned Equipment NOT in Scope Data Field & Match Type Definitions that includes codes and a glossary that explain how each individual equipment record was reconciled. SERVICE Services shall be performed within 30 calendar days or within an agreed upon date of an issued Task Order against this BPA. The contractor shall provide telephone number(s) and a contact person to be used by the VAMC. Technical Support: Provide technical support to assist in the clarification, interpretation, and explanation of findings for the duration of the contract. Contracted employees will comply with the Standards of Conduct on VA property outlined in title 38 CFR section 1.218 (See Attachment B). Hours of Operation: The Contractor shall perform the services required under this contract during the normal business hours of the VAMC, excluding federal holidays. Business hours shall be determined by the time zone the VA facility is located within. The contractor will contact the VAMC Facility Point of Contact or his/her designee prior to commencing any work on VA premises. Federal Holidays are: New Year s Day Martin Luther King Day Presidents Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Note: Dependent on the results of the market research, should a set-aside be determined as the most appropriate acquisition method, FAR clause 52.219-14 or VAAR clause 852.219-75 may apply to the formal solicitation should a solicitation be issued (see Disclaimer and Important Notes). Potential candidates having the capabilities necessary to provide the above stated supplies at a fair and reasonable price are invited to respond to this Sources Sought Notice via e-mail to Jennifer Robles at jennifer.robles1@va.gov no later than October 18, 2024, 5PM, Mountain Time. No telephone inquiries will be accepted. RESPONSES SHOULD INCLUDE THE FOLLOWING INFORMATION: Company name, address, SAM UEI, and business size; point of contact name, phone number, and e-mail address; whether services are presently offered on a current GSA Federal Supply Schedule contract or any other Federal contract. NAICS Code 541614, $20.0 Million, is applicable to determine business size standard. Any questions or concerns may also be directed via email to Jennifer Robles at jennifer.robles1@va.gov. Disclaimer and Important Notes: This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time.
