36C10G26Q0080.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

OPAL | Enterprise Procurement Office

10300 Spotsylvania Ave | STE 400 Fredericksburg VA 22408-2697

POINT OF CONTACT*

Contracting Specialist Shemika Wray Shemika.wray@va.gov 202-288-2144

PLACE OF PERFORMANCE

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Request for Information, Sources Sought for Medical Emergency Alert Device (MEAD)

NOTICE OF ACTION:

This is a Sources Sought/Request for Information. This is not a request for offers, quotes, or proposals and this notice in no way represents a commitment by the Government to issue a solicitation or award a contract. Any information provided in response to this notice is solely for market research purposes.

The Department of Veterans Affairs (VA) Enterprise Procurement Office (EPO) on behalf of the Veterans Health Administration (VHA) Prosthetics Sensory Aid Service (PSAS) is issuing this request for information and comment as a form of industry engagement to solicit industry feedback on the attached DRAFT Statement of Work (SOW) in support of a requirement for the establishment of the Medical Emergency Alert Devices (MEAD). Industry feedback and comments received will contribute to determining the method of procurement and any final SOW issued for this requirement.

The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 334220, Radio and Television Broadcasting and Wireless Communications Equipment Manufacturing.

The Product Service Code is 5895, Miscellaneous Communication Equipment.

Medical Emergency Alert Devices

The Department of Veterans Affairs (VA) is looking to procure a medical emergency alert device system that provides emergency monitoring in and out of the home. These devices signal an emergency requiring urgent attention by calling emergency medical personnel. In addition, the device provides an option, in which users can also use the device to alert family members, caregivers, and designated emergency contacts. The device will offer the user a level of independence, early intervention, and peace of mind with one simple step.

Industry Feedback – Request for Information and Comment

The VA is providing the attached DRAFT SOW for industry review and comment. If your organization has interest in participating and has the potential capacity to supply the products and/or provide the distribution services identified under the anticipated scope, please provide any comments/questions/feedback you may have as it pertains to the DRAFT SOW and the categories listed therein. Interested parties should submit a capability statement on the following information:

1. Business Size:

Type of Business of Prime Contractor

(Check all applicable boxes)

Large

Small Disadvantaged Business (SBA Certified)

Women-Owned Small Business

HUB Zone Small Business (SBA Certified)

Veteran Owned Small Business*

Service-Disabled Veteran Owned Small Business*

8(a) Small Business (SBA Certified)

*If SDVOSB or VOSB indicates if your company is certified in SBA Veteran Small Business Certification, VetCert (https://veterans.certify.sba.gov/).

2. Does your company maintain any Schedule Contracts (e.g., GSA, GWAC etc.)? If so, list where the required supplies are offered (please provide the contract number, expiration date, and Government point of contact).

3. Are you a distributor or a manufacturer?

4. Identify the type of Medical Emergency Alert Devices offered and manufacturer name.

5. Identify the country of origin of where the products are manufactured.

6. Review the attached Statement of Work (SOW) and Minimal Technical Requirements (MTR) listed within the SOW. Provide any comments.

** Do not forward compress (zip) proposal files. zip file extensions will be permanently stripped from email traffic and will not be recoverable. **

All interested parties should submit responses/feedback NLT 3:00PM, Monday August 10, 2026. Please send all submissions to the following POCS:

Shemika Wray, EPO Contract Specialist Shemika.wray@va.gov

Brian Love, EPO Contracting Officer Brian.love@va.gov

STATEMENT OF WORK (SOW)

Medical Emergency Alert Devices Draft

B.1 INTRODUCTION

B.2.1 The U.S. Department of Veterans Affairs (VA), Veterans Health Administration (VHA) Prosthetics Sensory Aid Service (PSAS) along with the Enterprise Procurement Office (EPO) has a requirement for Medical Emergency Alert Devices (MEAD). This action intends to streamline the purchase of MEADs to Veterans throughout the VA health care system. The Veterans Health Administration (VHA) manages the United States’ largest integrated healthcare system, providing care at 1,380 healthcare facilities, including 170 medical centers and 1,193 outpatient sites of care of varying complexity (VHA outpatient clinics), serving approximately 9.1 million enrolled Veterans each year.

B.2.2 The objective of this procurement is to ensure availability and consistency of the device nationwide and to obtain volume-based standardized pricing by establishing an enterprise-wide Indefinite Delivery Indefinite Quantity (IDIQ) contract. Although VHA continues to strive for cost savings and standardization, clinical considerations are prioritized to ensure high quality devices and equipment for optimal Veteran care.

B.2.3 SCOPE OF WORK

The offeror shall provide an uninterrupted supply of products and delivery of MEADs as specified in description of supplies. The offeror shall conduct business operations that adhere to all applicable Federal, State, and local laws and regulations. The offeror shall provide a neck pendant and wristband device to allow Veterans to activate an emergency response in the home and when the Veteran is out in the community.

The offeror shall provide device warranties for a minimum of one (1) year. For damaged devices, a new device would be ordered if it cannot be replaced under warranty, or the period of warranty coverage has expired. All damaged MEADs that fall under warranty and are within the warranty period will be replaced at no cost to the veteran or the VHA.

The offer shall provide and manage a Call Center that is operational 24 hours a day/7 day a week and is based in the United States of America. Although Artificial Intelligence (AI) may be a component utilized for some processes, a live agent is ultimately required to perform triage of Veteran reports to determine if emergency dispatch is necessary.

B.2.4 DESCRIPTION OF SUPPLIES

The Medical Emergency Alert Device includes a MEAD device with neck pendant with accessories and a MEAD wrist device with accessories. The devices include but are not limited to the following descriptions, current mobile function, push button connection, auto fall detection, 24-hour monitoring, GPS function, built in speaker and microphone, false alarms or user cancellation, unlimited minutes, dust and water resistance, charging accessories, and set-up instructions. See the Minimum Technical Requirements (MTR) below for additional descriptions and requirements.

Minimal Technical Requirements (MTR)

All accessories shall be latex free.

-Literature must be provided with device and clear document instructions along with pictures for proper device setup, activation, maintenance, and cleaning instructions. Instructions written in both English and Spanish.

Device shall have a minimum of 1 year warranty on all parts and accessories. Warranty shall start upon device activation.

Minimal Technical Requirements (MTR)

-Literature must be provided with device and clear document instructions along with pictures for proper device setup, activation, maintenance, and cleaning instructions. Instructions written in both English and Spanish.

Device shall have a minimum of 1 year warranty on all parts and accessories. Warranty shall start upon device activation.

B.2.5 PERIOD OF PERFORMANCE

The period of performance will be five (5) years, which consists of an ordering period of one (1), base year and four (4) option years.

Base Period: one year from contract award

B.2.6 FEDERAL HOLIDAYS

Unless specifically authorized in writing by the Contracting Officer, no services will be provided, and no charges will be incurred and/or billed to any order against this contract on any of the federal holidays listed. There are eleven Federal holidays set by law (5 U.S.C 6103) that VA follows:

Under current definitions, five are set by date:

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

B.2.7 ORDERING

The resultant IDIQ will be decentralized. Orders below the Micro Purchase Threshold ($15,000.00) will be placed by Prosthetics. Orders over $15,000.00 shall be placed by warranted CO. Orders exceeding the micro-purchase threshold may be placed against this IDIQ via Electronic Data Interchange (EDI), via facsimile or in writing. No verbal/oral orders can be placed or accepted on this IDIQ.

“Government-wide commercial purchase card” means a uniquely numbered credit card issued by a contractor under GSA’s Government-wide Contract for Fleet, Travel, and Purchase Card Services to named individual Government employees or entities to pay for official Government purchases. The use of Government Purchase Card must comply with Agency, Office of Management and Budget, and Financial Management Regulations and Procedures.

The Contractor may accept payments for written orders made using the Government-wide commercial purchase card. Invoicing instructions will be identified in delivery orders.

The Contractor shall not process a transaction for payment through the purchase card clearinghouse until the purchased supplies have been accepted. Purchase card transactions shall be included in the quarterly sales reporting.

The Contractor shall acknowledge receipt of a Government order and confirm via fax, email, etc. within 24 hours of receipt.

At a minimum, orders shall contain the following information

(1) Date of order.

(2) Contract number and order number.

(3) For supplies and services, line-item number, subline item number (if applicable), description, quantity, and unit price or estimated cost and fee (as applicable). The corresponding line-item number and subline item number from the base contract shall also be included.

(4) Delivery or performance schedule.

(5) Place of delivery or performance (including consignee).

(6) Any packaging, packing, and shipping instructions.

(7) Accounting and appropriation data.

(8) Method of payment and payment office, if not specified in the contract

B.2.8 PRODUCT REMOVAL OR RECALL

For any product awarded under this contract removed or recalled by the manufacturer due to defects in the product or potential dangers to patients, or if any required removal or recall is suggested or mandated by a regulatory or official agency, the manufacturer agrees to take the following steps immediately:

Notify the Contracting Officer (CO) at the Strategic Acquisition Center in writing, by the most expeditious manner possible.

Provide copies of the notification to CO, CS, COR, and Manager at Product Recall Office, all Agencies and VA Facilities who purchased the product, which include, but not be limited to the following:

1) Complete item description and/or identification, order numbers from customers and the contract number assigned as a result, of an issuance on the solicitation.

2) Reasons for modifications, removal, or recall; and

3) Necessary instructions for return for credit, replacement, or corrective action.

A copy of the notification will be provided to:

Manager, Product Recall Office National Center for Patient Safety Veterans’ Health Administration 24 Frank Lloyd Wright Drive Ann Arbor, MI 48106

B.2.9 PRODUCT REFRESH

Product refresh is when a current CLIN is no longer being manufactured due to obsolescence and the product item is being replaced with a newer, and more often, superior version of the same item. The current CLIN product will be revised to reflect the refreshed product information, manufacturer’s part number, IDIQ price (inclusive of the SLA fee), etc.

1. The Government reserves the right to not accept the products offered under product refresh. All products offered shall be provided with the contractor’s commercial warranty.

2. The contractor agrees to ensure that all upgraded improved/replaced products meet American with Disabilities Act (ADA) and Health Insurance Portability and Accountability Act (HIPAA) Federal requirements.

3. The contractor shall provide the COR and CO with the following information for product refresh and technology upgrade:

(1) A list of specific awarded item(s) being refreshed in the Price/Cost Schedule (to include commercial pricing, discount offered, and IDIQ price (inclusive of SLA fee);

(2) Product literature for the item(s) refreshed.

(3) A detailed description of the differences or benefits of refreshed as compared to the item(s) being discontinued or added.

(4) Proper identification of any product requirements and/or procedures related to those product(s) proposed to be refreshed or upgraded.

(5) FDA approval. If applicable

(6) Provide historical sales to VA by item(s), if applicable

(7) Copy of Commercial Warranty.

The request shall be submitted to the COR, copy to the Contract Specialist and Contract Officer, for review and recommendation of approval to be submitted to the CO. The CO shall prepare a bilateral modification for execution.

B.2.10 NOTIFICATION OF SUBSTITUTED AND BACK-ORDERED ITEMS/REPLACEMENT WITH ALTERNATE SUPPLY The Contractor shall notify the authorized purchaser point of contact within one (1) business day for non-emergency orders and within four (4) hours of an emergency order if any parts/materials cannot be delivered in accordance with the individual delivery order requirements. To ensure that the correct items are shipped, the Contractor shall not substitute items without prior approval by the order point of contact. In instances where the Contractor cannot meet the Government’s requirement(s), the Contractor shall notify the order point of contact of the shortest delivery period available. If the Contractor’s shortest delivery period is not acceptable to the Government, the Government reserves the right to procure the item(s) from other sources.

The Contractor shall supply established item(s) to satisfy the Government’s requirement when an order is placed under the contract during the duration of the effective period of the contract. If, however, Contractor determines to terminate production or supply of the selected item and contemplates replacement with alternative item, the Government reserves the right to evaluate the potential replacement item(s). There is no guarantee that the Government will evaluate any replacement item(s) favorably. If the Government determines the replacement item(s) as unacceptable, the individual item(s) may be cancelled.

B.2.11 DELIVERY REQUIREMENTS

Standard Delivery: Delivery shall be directly to the Veteran or the VA Medical Center in the Continental United States (U.S.) and U.S. Territories.

1) Delivery shall be Free on Board (FOB) destination to the address indicated on the delivery order.

2) Deliveries will be shipped using a mail tracking system to identify location and proof of delivery. The contractor shall retain proof of delivery and shall provide the information upon request from the VA.

3) Regular deliveries within the Continental United States shall be made within 7 business days after receipt of a delivery order and expedited delivery within 3 business days. Regular deliveries within the U.S. Territories shall be made with 14 business days for regular orders and expedited delivery within 7 business days.

4) The Government’s acceptance of all delivery orders shall take place at the delivery point.

Alternate Delivery: To meet the needs of Veteran patients across the VA healthcare system, there may be times the local Prosthetic and Sensor Aids Service (PSAS) will require delivery to an alternate location such as a VA Medical Center.

The goal is to have the MEADs delivered directly to the Veteran once the prescribing practitioner has assessed, evaluated, and made, a determination that the Veteran needs the device. In the event a device cannot be delivered directly to the Veterans’ home then the ordering practitioner will have the item provided via the alternative delivery such as the prosthetics department within the individual VAMC.

All delivery procedures shall safeguard Protected Health Information (PHI) and Personally Identifiable Information (PII). PII is any information pertaining to an individual that is retrieved by the individual’s name or other unique identifier, as well as PHI regardless of how it is retrieved. PII is protected by the Privacy Act.

B.2.12 INFORMATION SECURITY CONSIDERATIONS

The Contractor shall safeguard Protected Health Information and Personally Identifiable Information. The Department of Veterans Affairs defines personally identifiable information as: “information which can be used to distinguish or trace an individual's identity, such as their name, social security number, biometric records, etc. alone, or when combined with other personal or identifying information which is linked or linkable to a specific individual, such as date and place of birth, mother’s maiden name, etc."

Protected Health Information - PHI is a subset of Health Information, including demographic information collected from an individual, that:

(1) is created or received by a health care provider, health plan, or health care clearinghouse (e.g., a HIPAA-covered entity, such as VHA); (2) relates to the past, present, or future physical or mental condition of an individual, or provision of or payment for health care to an individual; and, (3) identifies the individual or where a reasonable basis exists to believe the information can be used to identify the individual. NOTE: VHA uses the term PHI to define information covered by the Privacy Act and the Title 38 confidentiality statutes in addition to HIPAA.

Personally Identifiable Information - PII is any information pertaining to an individual that is retrieved by the individual’s name or other unique identifier, as well as PHI regardless of how it is retrieved. PII is a subset of personally identifiable information and is protected by the Privacy Act.

The HIPAA Privacy Rule defines Protected Health Information as PII transmitted or maintained in any form or medium by a covered entity, such as VHA. NOTE: VHA uses term protected health information to define information that is covered by HIPAA but, unlike PII, may or may not be covered by the Privacy Act or Title 38 confidentiality statutes. In addition, PHI excludes employment records held by VHA in its role as an employer.

If invoices follow up is required with the ordering activity, transmission will be done by fax or encrypted email. Contractor shall encrypt email by purchasing licenses of Virtru Pro to initiate encrypted emails to VA. Government will not reimburse Contractor for purchases of Virtru. See www.virtru.com

B.2.13 REPORTS

VA requires the contractor to submit the quarterly sales reports (QSR) in the approved format listed in Attachment 1- IDIQ Quarterly Sales Reporting (QSR) Tool. The QSR shall include the Contract Line-Item Number (CLIN), description of item, part number, quantity sold, unit cost and station location. The QSR shall be submitted in accordance with the Government fiscal calendar year. See below:

The contractor agrees that they shall adhere to this requirement. The contractor shall provide a QSR, after the end of each fiscal quarter ending December, March, June, and September and no later than the submission due dates.

Reports shall be sent electronically to the EPO IDIQ Government points of contact, Contract Specialist and Contracting Officer identified in section B.1 and VA Program Advisory Services (PAS) at VA003B1DEmp@va.gov; until the contractor is notified, in writing, of a different point of contact.

The contractor shall identify the remittance amount and submit the QSR to CO and CS for review prior to remitting the Service Level Agreement (SLA) fee in pay.gov. Read Section C, SAC 18-01 SAC Service Level Agreement Fee clause.

EPO Quarterly SLA Payments Process: In accordance with clause SAC 18-01 Service Level Agreement Fee and Submission of Quarterly Sales Reports, the website listed below should be used to provide help/clarification about using the Pay.gov website to send the required quarterly SAC SLA Fee payments. Should your team need assistance please feel free to reach out directly to Pay.gov as the contact information is listed below for their helpdesk in addition to a link to their help/FAQ page.

Pay.gov Customer Services: 800-624-1373 (Toll free, Option #2) Email: pay.gov.clev@clev.frb.org Pay.gov Hours (ET): 8:00 AM – 7:00 PM Monday – Friday Website for questions: https://www.pay.gov/public/help/faqs.

The current company ID for the EPO is listed below. Please share this information with your banking institution as payments may not be processed without it. EPO Company ID: 0360010477.

A Pay.gov confirmation receipt is required for all payments and must be included in the quarterly sales report notification to the EPO Contracting Officer and Contract Specialist which is 60 calendar days after the quarter has ended. These are firm dates and must be properly adhered to by the Contractor.

DISCLAIMER

In accordance with FAR 15.101(c)(3), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responses received will be treated as information only and not as a proposal. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responders are solely responsible for all expenses associated with responding to this RFI.

Sources Sought Notice