36C24226Q0967 NOISS.docx

Special Notice Special Notice

GENERAL INFORMATION

Department of Veterans Affairs Bath VA Medical Center 76 Veterans Avenue Bath NY 14810

POINT OF CONTACT*

Contract Specialist Julie Monagan Barnard julie.monaganbarnard@va.gov

ADDITIONAL INFORMATION

DESCRIPTION

Special Notice – Notice of Intent to Sole Source to EOI, Inc. dba Medical Resources Please see attached details.

Responses must be submitted by 3:00 p.m. EST on September 14, 2026.

Responses to the information may be submitted to Julie.monaganbarnard@va.gov.

SPECIAL NOTICE

Department of Veterans Affairs, VA Finger Lakes Healthcare System, Network Contracting Office 2 (NCO2), is issuing this Notice of Intent to Sole Source to EOI, Inc., dba Medical Resources, for Viewpoint (formerly known as Checkpoint) Sensors monitoring, maintenance, software upgrade, calibration and unscheduled repair services at the VA Hudson Valley HCS Castlepoint, Montrose and 7 Community Based Outpatient Clinics (CBOC). This Special Notice is issued to identify any potential sources that have the resources and capabilities to provide a comprehensive vehicle for all monitoring and maintenance of viewpoint sensors.

SERVICES REQUIRED:

Contractor shall provide viewpoint sensors monitoring including preventative maintenance, inspection, calibration, software upgrade and unscheduled repairs for the Hudson Valley Health Care System 2 campuses and 7 CBOCs.

The term of services will be 12 months after award of contract with provision for four (4) Option Years.

INTERESTED & CAPABLE RESPONSES:

NCO2 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources, rights, and capabilities necessary to provide these services. Please provide all of the following in your response:

1. Business name, business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), person of contact (including telephone number & email address), GSA Contract number if applicable, and SAM.gov UEI number. Please also include the North American Industry Classification System (NAICS) Code for which you propose to provide the service under for verification of your size standard.

2. A Capability Statement which provides detailed, specific information that demonstrates understanding of the tasks required and capability to perform the tasks as stated in the attached Statement of Work. Failure to tailor capability statement to this specific requirement may result in your company being determined non-responsive.

Responses must be submitted by 3:00 PM EST, September 14, 2026. Responses to the information requested above may be submitted via e-mail to Julie.monaganbarnard@va.gov.

This Special Notice of Intent to Sole Source is for planning purposes ONLY. The results of this notice may assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted for this notice.

STATEMENT OF WORK

VIEWPOINT (formerly known as Checkpoint) TEMPERATURE, HUMIDITY, AND DIFFERENTIAL PRESSURE SENSOR MAINTENANCE, CALIBRATION, AND UNSCHEDULED REPAIRS

A. BACKGROUND:

Department of Veterans Affairs, Hudson Valley Health Care System (VAHVHCS) is seeking Viewpoint Sensors monitoring, maintenance, software upgrade, calibration, and unscheduled repairs services in order to eliminate operational problems, improve communications, increase efficiency within the facility, and improve the quality of services to veterans. Services are for the VAHVHCS, which includes the Montrose, and Castle Point Campuses and seven (7) Community-Based Outpatient Clinics (CBOC). The vendor shall perform Viewpoint sensors monitoring services on all equipment outlined within this Statement of Work. The vendor will provide a timely response to all service calls and emergency repairs to minimize equipment downtime.

B. SCOPE OF WORK:

The vendor shall furnish all labor, travel cost, equipment, tools, parts and all incidentals to complete the work for the services described in this document. This shall include preventative maintenance, inspection, software upgrade, calibration, and unscheduled repairs.

1. General:

A. Vendor shall provide extended warranty for replacement hardware in exchange for damaged or non-functional units from normal usage.

B. Vendor shall provide extended software warranty for all proprietary software components of the system to ensure they perform in substantial compliance with the documentation.

C. Vendor shall provide software support via telephone, VPN access, or remote web access.

D. The vendor shall provide remote network support and continuous monitoring of key server and system performance parameters 24/7.

E. Vendor shall provide end user training by phone and/ or remote web support.

2. Description of Services:

A. There are a total of 398 viewpoint devices at the Main Campuses and the CBOCs. The vendor shall support all of these devices under the terms of this contract. (See Attachment A – Viewpoint Sensor List).

B. Vendor shall provide viewpoint device probes annually and semi-annually to calibrate medical refrigerators and select space temperature and humidity probes, (see below list of annual and semi-annual calibration services) C. The vendor shall provide a technician to travel to the two campuses and seven CBOCs to perform annual and semi-annual services listed on the contract. The list of campuses and CBOCs are listed below under place of performance.

D. Vendor shall provide a detailed written report including ISO certificate for sensor testing and calibration on semi-annual basis.

E. The vendor shall make arrangements to replace the batteries on viewpoint devices that requires battery replacement as part of their semi-annual service, batteries shall be replaced as needed.

F. Provide remote performance analysis and troubleshooting and provide on-going remote support to VA staff in order to resolve issues with sensors.

G. All defective hardware will be exchanged. Defective hardware is defined as damaged or non-functional units from normal usage. Software support will be provided. Automatic software updates will be provided, as available.

H. The system will be continuously monitored 24/7 and will receive Server status messages every 30 minutes.

I. The vendor responds to service calls via telephone within four (4) hours.

J. Vendor must furnish all tools and materials (e.g. service manuals, diagnostic software, etc.) required to maintain the equipment at original equipment manufacturer (OEM) standards. OEM is Mesa Laboratories, Inc.

K. All repairs shall be performed to meet OEM standards and specifications.

L. Approval of the Contracting Officer or the COR must be obtained before removing any equipment from the facility to an offsite vendor location. No transportation charges will be allowed for either the Field Service Engineer (FSE) or the equipment to or from the vendor’s location. The vendor will be responsible for loss or damage of equipment.

M. A monthly uptime commitment of 95% must be maintained for all equipment listed.

3. Preventive Maintenance (PM):

A. Sensor probe replacement will be annually and semi-annually for compliance with VHA Notice 2020-02, other applicable VA directives, and the National Institute of Standards and Technology (NIST) traceability standards for service lines required to submit to these standards. The Service Vendor will provide replacement snap probes, and will come on-site, to replace the probes. Service reports and Certificates of traceability will be provided by the vendor.

4. New Equipment & Unscheduled Maintenance:

A. Equipment may be added or deleted from the service contract as needed upon modification executed by the Contracting Officer.

B. Probe Exchange for Snap/External Sensors is a one-time only charge in year one in order to exchange non-compliant sensors in the laboratories with new sensors containing reusable snap probes. The non-compliant sensors may not be repurposed in other areas of the facility that require temperature monitoring. Any exchange/replacement will take place during the normal or emergency replacement cycles and the sensor calibration will be confirmed by the service vendor.

5. Special Instructions:

A. Vendor Check-In: Upon arrival, the vendor will check-in with the authorized VA Campus or CBOC attendant to receive an identification sticker, prior to performing service(s) at the VAHVHCS Campuses and/or its associated CBOC’s. The vendor shall wear visible identification at all times while on the premises of all Hudson Valley Healthcare System facilities and associated sites, displaying name and company ID.

B. The reports will be delivered via email to the Engineering Service Point of Contact (Contract COR). In addition, the calibration certificates will be imported into viewpoint as part of the recalibration service.

C. The Servicing Vendor will provide monthly documentation, detailing current quantities outlined in the sensor list, including quantity, device name and ID#. An annual report will be provided with the quote annually detailing the above items plus snap probe calibration quantities.

D. Billing: Labor charges for unscheduled repairs will be billed hourly and only for hours worked.

6. Unscheduled Repairs Requirements:

A. Unscheduled Repairs shall be performed at the direction of the VA Contracting Officer. The vendor and the VA Contracting Officer will agree on the Scope of Work, labor hours, and parts cost prior to the commencement of work. Vendor shall submit a quote for unscheduled repairs to include parts:

i. Labor Hours: Minimum 2 Hours and Maximum 96 Hours per period of performance.

C. REQUIREMENTS:

The SOW for this service presumes the vendor will not need to connect to the VA Hudson Valley LAN to execute the maintenance and repairs. The vendor will adhere to all VA and manufacturer regulations, codes, standards, guidelines, and design requirements.

A. Work outside of normal business hours or weekends:

i. All service and preventive maintenance work performed after hours or on weekends requires coordination with the COR.

B. Identification Parking, smoking requirements, and VA regulations.

i. The Vendor's Employees shall wear visible identification (PIV Badges) at all times while on the premises of the Franklin D. Roosevelt Hudson Valley VAMC Facility CBOCs.

ii. It is the responsibility of the Service Vendor’s personnel to park in the appropriate designated parking areas. Information on parking is available from the VA Police Services at the FDR VA Hudson Valley VAMC will not invalidate or make reimbursement for parking violations of the Vendor under any conditions.

2. Compliance and General Safety Regulations.

A. All Vendor’s personnel and Subvendors performing services for the Government shall comply with all HVHCS Safety Policies and Regulations, Occupational Safety and Health Administration (OSHA), State, County and Municipal Safety and Occupational Health Standards and any other applicable rules and regulations.

B. This shall include but not be limited to taking all the necessary precautions to protect the patients, visitors and/or staff at each location. The Service Vendor shall be held responsible for any injuries and/or damage, which may be caused as a result of the Vendor’s failure to adhere to these requirements.

C. The Vendor and Subvendors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this task order.

D. All ladders, scaffolding, tools, equipment, personal protective equipment, etc. shall be OSHA approved for the work to be performed. Vendor shall use caution signs as required by OSHA Regulations. Caution signs shall be on-site on commencement of Task order.

D. PLACES OF PERFORMANCE:

Services will be for two (2) campuses and seven (7) Community Based Outpatient Clinics (CBOC) listed below.

1. VA MEDICAL CENTER CASTLE POINT CAMPUS

41 Castle Point Road Wappingers Falls, NY 12590

2. VA MEDICAL CENTER FDR MONTROSE CAMPUS

2094 Albany Post Road Montrose, NY 10548

Community Based Outpatient Clinics:

1. CARMEL CBOC

1875 Route 6 Provident Bank (2nd Floor) Carmel, NY 10512

2. GOSHEN CBOC

30 Hatfield Lane Suite 204 Goshen, NY 10924

3. MONTICELLO CBOC

55 Sturgis Road Monticello, NY 12701

4. NEW CITY CBOC

345 North Main Street Upper Level New City, NY 12567

5. PINE PLAINS CBOC – EASTERN DUTCHESS

2881 Church Street Route 199 Pine Plains, NY 12567

6. POUGHKEEPSIE CBOC - FREEDOM EXECUTIVE PARK

488 Freedom Plains Road Suite 120 Poughkeepsie, NY 12603

7. PORT JERVICE CBOC

150 Pike Street Pt. Jervis, NY 12771

E. LIST OF ANNUAL AND SEMI-ANNUAL CALIBRATION SERVICES:

1. Vendor shall provide probes and perform annual recalibration service for external temperature sensors, approximately 22 sensors.

2. Vendor shall provide probes and perform semi-annual recalibration service for external temperature only sensors, approximately 78 probes.

3. Vendor shall provide probes and perform annual recalibration service for temperature/humidity sensors, approximately 10 probes.

4. Vendor shall provide probes and perform semi-annual recalibration service for temperature/humidity sensors, approximately 12 probes.

5. Vendor shall provide probes and perform annual recalibration service for differential pressure sensors, approximately 3 probes.

6. Vendor shall perform recalibration documentation service, which includes importing calibrations certificates to viewpoint.

F. Attachment A - LIST OF CHECKPOINT SENSORS (at Montrose, Castlepoint, and HVHC CBOC Sites) See Attachment A – Viewpoint Sensor List

G. Federal Holidays Federal holidays observed per 5 U.S.C. §6103 and U.S. Office of Personnel Management. Note: this includes any additional days the President declares as a Federal Holiday.

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2026

Special Notice